REQUEST FOR PROPOSAL #13-03 August 1, 2002

Administered by

PURCHASING DEPARTMENT

UNIVERSITY OF MAINE

ORONO, MAINE 04469-5765

FOR THE UNIVERSITY OF AT FORT KENT MAINE

1.0 GENERAL INFORMATION

Inquiries must be made to: Hal Wells

Purchasing Department Room 101

University of Maine

5765 Service Building

Orono, Maine 04469-5765

(207) 581-2708

1.6 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.

1.7 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.

1.8 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature. Clearly mark any information considered confidential.

1.9 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.

1.10 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.

1.11 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.

1.12 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 90 days from the due date of the proposal.

1.13 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the bid may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the bid opening date and time. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:

SPECIFICATION PROTEST, RFB #______

1.14 Proposal Submission: A SIGNED original and two (2) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Wednesday, September 4, 2002, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:

Name of Bidder

Address of Bidder

Due Date

RFP #

1.15 Pre-Proposal Phone Conference: A telephone conference will be held on Wednesday, August 14, 2002 at 10:00 a.m. local time. Interested bidders must call or email RJC Designs, Inc. (rcoluzzi@rjcdesigns.com) by Monday, August 12, 2002 with the names of the attendees and a phone number of contact. RJC will establish the phone bridge and will ask all to call into a number at this phone bridge at the assigned time. The purpose of the conference is to answer questions and provide further clarification as may be required. Please hold all questions until this meeting. Attendance by all prospective bidders is mandatory.

1.16 Pre-Proposal Site Survey: Bidders are encouraged, but not required, to visit the site prior to submitting a proposal. Anyone wishing to visit the site should contact Sharon Johnson at 207-834-7522 to make arrangements. The site is 100% complete. The infrastructure specific to the technology has been installed. Cable has not been installed and is the responsibility of the Contractor. There are areas that will need immediate attention in order to install certain components.

 

2.0 GENERAL TERMS AND CONDITIONS

2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.

2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.

2.3 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.

2.4 Cancellation / Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within five (5) business days, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice.

2.5 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Alan Cyr 207-973-3341.

2.6 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.

2.7 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.

2.8 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veteran’s status and to provide reasonable accommodations to qualified individuals with disabilities upon request.

2.9 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.

2.10 Sexual Harassment: The University is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Office of Human Resources, 25 Pleasant Street, Fort Kent, ME..

2.11 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.

2.12 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:

Insurance Type Coverage Limit

1. Commercial General Liability $1,000,000 per occurrence or more

2. Automobile Liability $1,000,000 per occurrence or more

3. Workers Compensation Required for all personnel

Employers Liability minimum limits:

Bodily injury by accident: $100,000 each accident

Bodily injury by disease: $100,000 each accident

Bodily injury by disease: $500,000 policy limit

The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:

University of Maine Purchasing Department

5765 Service Building

Orono, Maine 04469

Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.

As additional insured and certificate holder, the University should be included as follows:

The University of Maine System

Office of Facilities

107 Maine Avenue

Bangor, ME 04401

3.0 PERFORMANCE TERMS AND CONDITIONS

3.1 Contract Administration: The University of Maine System Project Manager, Alan Cyr 207-973-3341 or designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.

3.2 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee, notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.

 

 

3.3 Labor and Wages: All Contractors and Subcontractors shall conform to the labor laws of the State of Maine, and all other laws, ordinances, and legal requirements affecting the work in Maine. A wage scale prepared by the State of Maine Department of Labor, Bureau of Labor Standards is included in the Contract Documents. This wage scale represents the minimum wages that must be paid to each category of laborers, workers and mechanics used in the performance of this contract. In the employment of Laborers, preference shall first be given to residents of the State who are qualified to perform the work to which the employment relates, and if they cannot be obtained in sufficient numbers, then to citizens of the United States.

3.4 Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents.

3.5 Job Site Safety: The Contractor shall adhere to the Occupational Safety and Health Administration’s (OSHA’s) most recently published Safety and Health Regulations for Construction (29 CFR 1926) and general Occupational Safety and Health Standards (29 CFR 1910) for the duration of this contract. The Contractor shall, before the first application for payment, submit to the University one copy of the Contractor’s written Hazard Communication Program. Additionally, if the Contractor will be using electrical circuits that are not part of a building or structure and not equipped with ground fault interrupt systems, one copy of the Contractor’s written Assured Equipment Grounding Conductor Program shall also be submitted to the University before the first application for payment.

Prior to the commencement of any phase of work under this contract, the Contractor will submit the name(s) of the persons(s) who is (are) designated as being responsible for job site safety under this contract and is (are) familiar with the above referenced OSHA regulations.

Where any of the Contractor’s operations to occur in, on, or within 50 feet of any door, window, air intake in a building occupied by the University’s employees or students, the Contractor shall, not less than 14 days prior to the start of any operation, provide directly to the University Material Safety Data Sheets (not previously submitted with Hazard Communication Program, required in paragraph 1 of this section) on all materials to be used in the operation that may be classified as hazardous under the Maine Chemical Substance Identification Law (26 § MRSA 1709 though § 1712).

3.6 Workmanship: All workmanship, materials or equipment either at the site or intended for it shall conform in all respects with the requirements of all the contract documents, and shall be a strictly first-class, workmanlike installation and the best obtainable from the crafts and trades. Incomplete or careless workmanship will not be allowed. In all cases, the materials, equipment and workmanship shall be equal to or better than the grade specified, and the best of their kind that is obtainable for the purpose for which they are intended. RJC Designs, Inc.’s (the University’s technology consultant) decision on the quality of work shall be final.

All labor shall be performed by mechanics skilled in their respective trades. Prior to submitting a bid, the Contractor shall be familiar with the local labor conditions.

If, in the opinion of the Contractor, any work is indicated on the drawings or specified in such a manner as would make it impossible to produce work of the highest quality, or should discrepancies appear between drawings, or drawings and specifications, the Contractor shall refer the same in writing to RJC Designs, Inc. for interpretation before proceeding with the work.

If the Contractor fails to make such a reference, no excuse will be entertained thereafter for failure to carry out the work in a satisfactory manner.

The Contractor shall guarantee the work against defects in workmanship and materials for a period of one (1) year from the date of the written acceptance of the project.

3.7 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to the Project Manager at least one (1) week prior to delivery. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.

3.8 Final Acceptance: The installing contractor shall be fully responsible for the installation. The installation shall be inspected by representatives of the University, RJC Designs, Inc., and the installing contractor prior to final acceptance by the University.

3.9 Performance Bond or Irrevocable Letter of Credit: The successful bidder will be required to furnish a 100% Performance Bond or letter of credit, and 100% Payment Bond to cover the execution of the contract.

3.10 Lien Release: A lien release must be provided to the University prior to final payment. Neither the final payment nor any part of the retained percentage shall become due until the Contractor shall deliver to the University a complete release of all liens arising out of this contract, or receipts in full in lieu thereof, and, in either case, an affidavit that so far as the Contractor has knowledge or information the releases and receipts include all the labor and material for which a lien could be filed.

3.11 Payments: Payment will be upon submittal of an invoice to the University by the Contractor on a net 30 basis, after acceptance, unless discount terms are offered. Invoices must include a purchase order number.

3.12 Contractor Access: The University will do everything possible to provide the Contractor with free and unencumbered access to the work site. It is the responsibility of the Contractor to coordinate and obtain approval from the University for site access. NOTE: During construction / installation the building will be occupied and in full operation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.0 SPECIFICATIONS

There will be no manufacturers' substitutions for routers, interfaces, control systems, video teleconferencing equipment, or audio matrix systems. Any request for substitution must be submitted to RJC Designs, Inc. no less than 10 days prior to bid due date. Unless approved in advance in writing, substitutions will not be accepted.

The following information is to be used in addition to, and in conjunction with, supplied drawings and schematics.

4.1 Room and Location General Descriptions

Classrooms

Rooms 104 (Music Lab) and 109 (Computer Lab)

These rooms have a dedicated system within. Please refer to the floor plans and the system drawings for functionality and layouts. All operational equipment shall be housed within the podium. The podium will have connectivity with the room electronics with either a floor box (provided) and Contractor supplied I/O panel in floor box, or an umbilical cord to connect to a wall I/O.

Computer Lab

Room 111 (GIS Lab)

This system will have two ceiling mounted projectors with direct sources. One projector shall project on a manual screen while the other projector (next to it) shall project onto a University provided white board. Contractor shall provide and install the manual screen. Verify with University on how the screen should be justified (left or right side of white board) with reference to the front of the room. Within the University provided computer workstation shall be two computers each having an interface to go to its specific projector. Each interface shall also have an aux. video input, which shall run to the video input of the projector. Audio from the video and computer sources shall feed the integrated amplifier located at the computer workstation. Connectivity from this computer workstation shall be via umbilical cord to the wall and then to the related equipment (projector, speakers, etc.).

Video Teleconferencing Center (VTC) 114A, 114B and Master Control Room

These rooms comprise the teleconferencing center and in combination or independently shall be used for various events, multimedia presentation, and video teleconferencing (primarily room 114B). There shall be podiums or instructor’s stations in each room, which will have generally the same control configuration. The projection systems will be mounted on the ceiling within the room areas.

The rooms shall be configured so that if a video or VTC presentation is being held in 114B, 114A can be opened up and used as and overflow. The audio systems shall be combined and the projection system in 114A can be used as 114B’s presenter’s heads up display. In a VTC scenario all ceiling microphones will become active. The media configuration for the rooms for the various scenarios shall be done within the control system and made accessible with limitations at the 114B podium station, and with complete configuration access at the master control panel. The Contractor will provide the various configuration layouts for review and approval.

This room shall be set up operationally so that the systems are intuitive and easy to use while maintaining the maximum amount of system flexibility.

4.2 Principal Components for 114A, 114B and Master Control Room Displays

Projector

Mounted onto the ceiling via mounts, at a field verified distance from the front of rooms’ electronic screen(s), will be the LCD projectors. The projectors will be capable of composite video signal and of component computer input. Projector(s) power and associated inputs will be controlled remotely. In room 114A verify screen and projector placement with reference to center of wall. University may want the screen to be justified right or left of center.

Preview Monitor

Located within the podiums will be a scalable (up to 10" diag.) video preview window. This window will be part of the control panel layout and any video source available can be viewed. This will assist the presenter in the cueing up of videotape or in a videoconference, the viewing of the local or remote site.

4.3 Room Camera Systems for 114B

Audience Camera

Located in the front of the room will be the audience camera. This camera will be used for videoconferencing and / or recording to videotape of an event. The camera will be controlled by the presenter’s control panel and will have designated presets to go to zoned locations in the room.

The presenter can zoom in on these locations if desired. Control will also be possible by the control system in the master control room. Here a technician can assist the presenter in the production or presentation of an event. Six preset locations shall be programmed into the control system for user access.

Presenter’s Camera

Located at the rear of the room on a lift mechanism will be the presenter’s camera. This camera will be used for videoconferencing and / or recording to videotape on an event. The camera will be controlled by the presenter’s control panel and will have designated presets to go to zone locations in the room. The presenter can zoom in on these locations if desired. This camera will have auto-tracking capabilities to follow the presenter automatically within the room. Control will also be possible by the control system in the equipment room. Here a technician can assist the presenter in the production or presentation of an event. Six preset locations shall be programmed into the control system for user access. The presenter or operator will have the option of turning off the auto tracking and go to a manual or present operation. This will be shown on the control panel.

 

 

 

 

 

 

 

 

 

 

4.4 Audio Systems

• Program Playback

This system shall be used for the playback of video, computer, VTC audio, etc. The program audio playback shall be in stereo. Refer to the room layouts and the schematic information for the locations of the speakers and the configuration.

Contractor shall be responsible for all speaker mounting hardware.

• Speech Reinforcement

This system shall be used for presenter’s speech reinforcement within the room and for VTC playback, and room combining. Contractor shall configure this room to accommodate these possibilities. Contractor shall configure all mix minus combinations accordingly.

 

• Presenter’s Microphone System

The presenter shall have at the podium a fixed microphone. There shall also be a wireless lavaliere available.

• Ceiling Room Microphones

These microphones shall be distributed within sections 114A and 114B. Microphones shall be white with white mini cable and connectors. Microphones shall have wire and directional supports. The primary function of these microphones is for video teleconferencing. When only 114B is being used all the microphones on 114A shall be turned off. When the center’s configuration is all open, meaning 114A and 114B is combined then all microphones shall be on.

The Contractor shall coordinate the placement of the ceiling microphones with the room’s typical seating arrangement for VTC. This is to be coordinated with the University. All microphone connections shall be via. an XLR / plate / electronics / onto the ceiling. The microphones must be capable of being removed when not in use. Avoid direct placement of microphones or their cables in close view of cameras whenever possible.

4.5 Audio / General

The audio for VTC program and voice transmit shall be calibrated so that there is maintained a unity gain between all sources. Appropriate mix minus technology shall be used. Although the primary use for the speech system is for video conferencing use, there will be a need for this system to also be used for speech reinforcement. System shall be balanced and free from feedback when using the system for both VTC and speech reinforcement.

• Presenter’s Podium or Instructor’s Station

The presenter’s podium will house user accessible technology. The Contractor shall supply the podium. The Contractor shall coordinate finish and style with the University and RJC Designs, Inc. before ordering the podium. There will be a VCR, fixed computer, accommodation of a guest laptop computer, and document camera. There will also be the control systems touch panel. This will allow the presenter to operate all sources available and route them to all available destinations. This control system will also interface into the rooms lighting and screen controller.

Podium will connect to a University provided floor box. If there is not enough room for a custom Contractor provided and designed I/O plate within the box, Contractor will provide disconnect connector junctions at the and the floor box for terminations. Allow for the connector junctions to be stored within the floor box. Cables shall have the necessary connectors, which shall be color-coded with permanent paint at podium side and floor box side.

If floor box has not been provided by the University then the Contractor shall provide a necessary custom I/O plate at the wall location. The podium shall connect to this plate via an umbilical cord dressed in a mesh sleeve. LAN lines shall be part of this cable. The University shall supply all computers and related devices including computer CPU, and LCD VGA monitor.

4.6 Control System

The Control system shall be AMX NetLinx . Control devices shall be a touch panel at the podium, an operator’s control system at the equipment rack, an executive wireless control system, and an abbreviated hand held control system specific for slide control operations. (See drawings and equipment list). The control panels for the podium and the equipment rack locations shall have source / destination set ups for the specific areas. All audio related sources should have the capability of selecting and muting the specific sources audio. Contractor shall provide all button and operational layouts and scenarios for review prior to final programming.

There shall be specific pages and programming designated for VTC and VTC set up parameters. Pages shall be laid out as intuitive operations to the user. Contractor shall review control and page set-ups with the University and RJC Designs, Inc. before final installation of programming.

In all areas (except master control) there will be a "time out" feature. This will after a predetermined time, turn off the appropriate rooms’ components after a "last button push" have been performed.

Contractor shall allow two panel abbreviated re-writes (rooms and master control) within a thirty day period after the initial layout, to accommodate any changes that the University may have after becoming familiar with the system and its operation. Contractor shall provide all final programming codes compiled and un-compiled, page layouts and other operational and programming information to the University as a condition of final sign off and payment. This information shall become the property of the University.

The control system shall also operate in conjunction with the facilities supplied drapes (if applicable) for windows, lights, and projection screen. Also, to be controlled is all system devices including CODEC dial up and operation, and over all system power sequencing on/off. Contractor shall review control and page setups with the University and RJC Designs, Inc. before final installation of programming.

4.7 Master Control Room 112

This is the control room and support equipment location. It will house all the connectivity from and between the rooms. Within the room will be equipment racks (see drawings) and all of the communications, cable distribution and VTC equipment. There shall be a CODEC for VTC transmission, preview monitors for operator, system amplifiers, routers, switchers, control system components, etc. See equipment list, drawings, and rack elevations. There shall also be a camera and microphone located at the equipment rack to allow a technician to initiate when needed a VTC set up.

All cabling shall come from the above trays or wire management system and drop down into the appropriate racks. All power from University-supplied locations shall also enter the racks from the top.

The control panel located in master control shall show and operate all configurable components. This shall include routers, switchers, CODEC dialing and component operation, transport controls, etc. Through NetLinx HTML there shall be the capabilities of remote controlling any of the rooms on the control network or via a LAN connection.

4.8 Installation and Other Requirements

Cable installation

• There shall be no unmarked cables in the system.

• Marking codes and numbers used on cables shall be shown on all drawings and associated documentation.

• Group all cables according to the signals being carried in order to reduce signal contamination.

• As a general practice, run all power cables and high level cables on the right side of the equipment rack, as viewed from the rear.

• Run all other cables on the left side of the equipment rack, as viewed from the rear.

• Install no cable with a bend radius greater than that recommended by the cable manufacturer.

• All cable installed must be in accordance to local and state electrical and fire code requirements.

Installation

• The Contractor shall be responsible for all signal cable routing, termination, connection and testing associated with the equipment required to provide a fully operational and functioning system.

• All support and processing equipment will be rack mounted unless otherwise indicated. All cabling will be dressed into equipment racks with proper strain relief and secured with cable ties to the equipment rack. When installation is complete, cables will be secured and neatly organized in the rack or panel locations with all labels clearly visible.

• All cables will be labeled on each end. All equipment outside of the rack and within a room shall be neatly organized with necessary wire wrap or equal covering. Proper video termination must be maintained at all times. Unless approved, there shall be no video "T" connections used in place of a proper video distribution amplifier to route a signal to more that one location.

• All video signals shall be properly terminated into 75 Ohms at the final signal destination. If a signal path requires that the signal pass through more than one device, each device must have looping input capability.

• All audio must be balanced (high, low, shield) unless otherwise indicated. The system standard is +4dB into 600 ohms is 0 VU. This shall also be the unity gain standard when balancing the system’s levels. Appropriate transformers / amplifiers shall be used to convert unbalanced signals to balanced signals. These conversion transformer / amplifiers and pads may not be shown on all schematics.

• It is the responsibility of the Contractor to ensure that the system levels are obtained as close to the device as possible.

• Unless noted by the specific manufacture, for XLR connectors pin one is shield, pin two is color code red for high (+) and pin three is color code black for low (-). A polyurethane covering will protect all shields and heat shrink tubing will be used to contain the overall jacket, the shield tube and the other two conductors.

• During the installation, and up to the date of final acceptance, the Contractor shall be under obligation to protect his finished and unfinished work against damage and loss. In the event of such damage or loss, he shall replace or repair such work at no cost to the University.

4.9 General Grounding Procedures

In order to minimize problems resulting from improper grounding, and to achieve maximum signal-to-noise ratios, the following grounding procedures shall be adhered to:

• System Grounds: A single primary "system ground" shall be established for the systems in each particular area. All grounding conductors in that area shall connect to this primary system ground. The system ground shall be provided in the audio equipment rack for the area, and shall consist of a copper bar of sufficient size to accommodate all secondary ground conductors.

• A copper conductor, having a maximum of 0.1 Ohms total resistance, shall connect the primary system ground bar to the nearest metallic electrical conduit of at least 2 inches in diameter. The Contractor shall be responsible for determining if the metallic conduit is properly electrically bonded to the building ground system.

• Secondary system grounding conductors shall be provided from all racks, audio consoles, and ungrounded audio equipment in each area, to the primary system grounding point for the area. Each of these grounding conductors shall have a maximum of 0.1 Ohms total resistance.

• Under no conditions shall the AC neutral conductor, either in the power panel or in a receptacle outlet, be used for a system ground.

• Audio Cable Shields: All audio cable shields shall be grounded at one point only. There are no exceptions. For within and outside the rack wiring, this requires that the shield be connected at one end only. For ungrounded portable equipment, such as microphones, the shield shall be connected at both ends but grounded at only one end.

• Video Receptacles: All video receptacles that are provided and installed by the Contractor shall be insulated from the mounting panel, outlet box, or wireway. Unless otherwise detailed herein, this shall be accomplished by using insulated-from-panel type receptacles.

• Note and General: Because of the great number of possible variations in grounding systems, it shall be the responsibility of the Contractor to follow good engineering practice, as outlined above, and to deviate from these practices only when necessary to minimize cross-talk and to maximize signal to-noise ratios in the audio, video, and control systems.

4.10 Physical Installation

• All equipment shall be rack mounted if possible or a rack shelf used.

• Contractor must supply all necessary interfaces, cables, adapters, etc. to make a working system.

• All internal rack wiring shall be dressed and routed via 90-degree runs and bends from device inputs and outputs where possible.

• Unless indicated otherwise, cover plates must be used wherever cables exit the wall or floor.

• "AC" electrical lines shall not be bundled or come in close contact with line level signals, component or composite level runs.

• Site shall be left at all times clear from debris and trash.

• Give consideration, not only to operational efficiency, but also to overall aesthetic factors in the installation of equipment and cable.

4.11 Hardware

• Connectors shall be of a crimp or solder type.

• All wire, if not in conduit and in a plenum return, shall be of approved Teflon or local code rated cable. All local and state codes shall be followed.

• All RGB or computer interconnect cable shall be rated no less than 800Mhz.

• Labor and hardware cost shall be stated separate of equipment and shall be fixed.

4.12 Specified Equipment

Any request for substitution must be submitted to RJC Designs, Inc. no less than 10 days prior to bid due date. Unless approved in advance in writing, substitutions will not be accepted.

• The equipment proposed must be equal to or exceed the specification's including technical, serviceability, warranties, and working history of manufacturer's support.

• Equipment must be of current model available.

• Contractor is responsible for all necessary cables, connectors, power supplies, security covers required to make working and complete system.

4.13 Control System Software

• The Audio / Visual Contractor must be a NetLinx Certified Dealer / Programmer. Confirmation of these requirements and programmer's name and information must be included in the bid package. The control system software is to include HTML pages for remote access of all classrooms and control rooms for the local area network.

• Both the University and RJC DESIGNS, INC. to assure that the intent of the control system has been met must approve the control page layouts prior to final system installation.

• The Contractor shall provide to the University at the completion of the project all control system software including all linked files on a CD. This would include but not be limited to NetLinx frame software, touch panel software, and HTML pages.

4.14 Contractor System Checkout

• Before Acceptance Tests are scheduled, the Contractor shall perform their own system checkout. The Contractor shall furnish all required test equipment and shall perform all work necessary to determine and / or modify performance of the system to meet the requirements of this specification. Test all audio and video systems for compliance with the performance standards.

• Adjust, balance, and align all equipment for optimum quality and to meet the manufacturer's published specifications. Establish and mark normal settings for all level controls, and record these settings in the "Systems Operation and Maintenance Manual".

• Check all optical projection images for average light level, light fall-off and image alignment and size to comply with the Performance Standards. Video and RGB signals shall be free of hum bars, distortion, etc.

• Conduct all audio, video, and control checks for performance and operation at station, and any other input or output points outside and including the rack location. Check to determine that all projectors, projector bases, carts, tables, and mirrors are rigid and vibration free in operation.

• Maintain documentation of all set ups and tests for reference by RJC Designs, Inc. during the system acceptance testing.

4.15 Gain Settings / Audio

• Adjust all audio systems (end to end within the room) for unity gain.

• Audio for program and speech shall be free of hum, buzzes, oscillations, or any other objectionable noise not associated with a quality system.

• All speaker components and their installation shall be free of vibrations and rattles. Aesthetic conditions of the installation shall be of importance. If unsure of the installation location and / or mounting procedure, consult with the University and RJC Designs, Inc. before proceeding.

• The speech system shall be balanced and tuned to give maximum gain before feedback while taking into consideration the room’s desired function and the number of open microphones that may be used.

• The Contractor shall provide a qualified person familiar with the correct and established process of room tuning to perform the room’s audio set up for speech and program.

4.16 Service and Warranty

• System shall have a complete warranty, parts and labor, travel, shipping, etc., for a period of 120 days after system final sign off.

• After the 120 day period, all parts shall be covered for one full year or the duration of the manufacturer's warranty, whichever is longer.

• Wiring of equipment and connectors shall be covered for one year.

• All work on system, in or out of warranty, must be documented with copy sent to RJC Designs, Inc.

• Any and all changes to the proposed system layout after installation must be documented with copies of changes sent to RJC Designs, Inc.

4.17 Final System Acceptance / Walkthrough

This acceptance will not be performed until the Contractor's System Checkout has been completed. The System Acceptance Tests will be supervised by RJC Designs, Inc. and will consist of the following:

• A physical inventory will be taken of all equipment on site and will be compared to equipment lists in the contract documents.

• The Contractor shall demonstrate the operation of all system equipment and all its functions

• Both subjective and objective tests will be required by RJC Designs, Inc. to determine compliance with the specifications. The Contractor shall be responsible for providing test equipment for these tests if required.

• In the event further adjustment is required, or defective equipment must be repaired or replaced, tests may be suspended or continued at the option of RJC Designs, Inc.

• Any charge for additional consultant (RJC Designs) time required overseeing system test due to improper system installation or previous failed systems shall be the responsibility of, and charged directly to, the Contractor.

4.18 Training

The Contractor shall provide three one-day training sessions to be followed by two one-day sessions at a later date to be determined by the University.

4.19 Manuals

• Provide two bound manuals with brochures for the facility. Each shall contain printed operating instructions for all system functions whose format has been compiled specifically for each system. Manuals shall contain "as built" schematic wiring diagrams of all systems, internal wiring diagrams of the central rack cabinet and control panels, parts lists, preventative maintenance notes, troubleshooting procedures, and numerical values for all control settings.

• These manuals must be delivered not later than ten (10) days before final acceptance and sign off. All information must be accurate as per written acceptance.

• At the rear of the master control room there shall be, mounted on the wall under Plexiglas, system, audio / video / control flows.

5.0 PROPOSAL PRICING AND LAYOUT

5.1 Bidders shall respond with hard copy and electronic media. One original and two (2) hard copy responses are required, including hard copies of the equipment lists. In addition bidders shall complete and return the equipment list spreadsheets in an electronic version (Excel 2002 or older Excel format). Bidders are to fill in the unit and extended price fields, but shall not alter the format of the spreadsheets.

5.2 All equipment pricing shall be per line item with a total equipment price. Price shall include all shipping charges. Additional charges will not be honored.

5.3 Key personnel assigned to this project must be listed and their resumes must be attached. If the Contractor is using subcontractors within this project, those subcontractors must also be listed for approval. The programmer must be AMX NetLinx certified.

5.4 All labor, engineering, hardware, connectors and misc. shall be listed separate from equipment.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6.0 REFERENCES

Bidders shall submit a list of three references with their proposal. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.

 

 

Company Name:____________________________________________________

Address:_________________________________________________________

City:____________________ State:_________ Zip Code:___________

Contact Person:__________________________________________________

Phone Number: ( ) ______________ Fax Number: ( )_____________

Company Name:____________________________________________________

Address:_________________________________________________________

City:___________________ State:_________ Zip Code:___________

Contact Person:__________________________________________________

Phone Number: ( ) _______________ Fax Number: ( )____________

Company Name:____________________________________________________

Address:_________________________________________________________

City:____________________ State:_________ Zip Code:___________

Contact Person:__________________________________________________

Phone Number: ( ) _________________ Fax Number: ( )__________

7.0 SIGNATURE:

COMPANY NAME _______________________

By:

(Signature)

(Print Name)

(Title)

(Date)

Date:_________

TO:_____________________

______________________

I hereby certify under penalties of perjury, that:

I am engaged in the performance of a construction contract on a project for the University of Maine System which is a Sales Tax exempt organization under the Maine Sales and Use Tax Law, Section 1760, subsection 2 and 16;

This project is titled: _________________________

Campus name or town