Audio/Visual Equipment Review, Enhancement, and Support• Final system testing & commissioning o...

State of Ohio Department of Developmental Disabilities Request for Quote of 13

REQUEST FOR QUOTE (RFQ)

This Request for Quote (RFQ) is being issued by the Ohio Department of Developmental

Disabilities (DODD) for:

Audio/Visual Equipment

Review, Enhancement, and Support

Release Date: May 21, 2019

Inquiry Period Begins: May 21, 2019

Inquiry Period Ends: May 28, 2019 12:00 PM

Response Due Date and Time: May 31, 2019 12:00 PM


Table of Contents 1. Purpose ................................................................................................................................................................... 3

2. DODD Background ............................................................................................................................................. 3

3. Desired Quote .................................................................................................................................................... 4

3a. CIO Conference Room – Room 1220 ............................................................................................................... 4

3b. Executive Conference Room – Room 1240 ...................................................................................................... 5

3c. Training Room East – Room 1219 .................................................................................................................... 6

3d. Training Room West – Room 1219 ................................................................................................................... 7

3e. Video Conference Room – Room 1280 ............................................................................................................ 8

3f. 1342 Conference Room – Room 1342 .............................................................................................................. 9

3g. 1383 Conference Room – Room 1383 ........................................................................................................... 10

4. Instruction to Respondents ............................................................................................................................... 11

4a. Schedule of Events ......................................................................................................................................... 11

4b. Response Submission..................................................................................................................................... 11

5. Response Submittal ......................................................................................................................................... 11

5a. Non-Disclosure Agreement ............................................................................................................................. 12

5b. Proprietary Information .................................................................................................................................... 12

5c. Waiver of Defects ............................................................................................................................................ 12

5d. Rejection of Response .................................................................................................................................... 12

Appendix A – Glossary ............................................................................................................................................. 13

Appendix B – Floor Plans and Current Audio/Visual Technology ............................................................................ 13


1. Purpose

The Ohio Department of Developmental Disabilities (DODD) is issuing this Request for Quote (RFQ) to propose

quotes for the technological solutions for seven rooms with conferencing abilities located at the State of Ohio Rhodes

Tower, as well as provide quotes for ongoing technological support to DODD’s audio visual and/or other technology

needs for the conferencing rooms. In addition, the responding quotes should provide technology maintenance and

troubleshooting training options (i.e. tier one support training) for a limited number of DODD staff. The responding

quotes should include warranties, emergency services, and support through the end of state fiscal year 2020 (i.e.

June 30, 2020).

The contact for this RFQ is:

Kim Lewis

Program Administrator

Information Technology Services

Ohio Department of Developmental Disabilities

614-369-4083

[email protected]

.

2. DODD Background

The Ohio Department of Developmental Disabilities (DODD) is responsible for overseeing a statewide system of

services and supports for people with developmental disabilities and their families. The mission of DODD is continuous

improvement of the quality of life for Ohio’s citizens with developmental disabilities and their families. DODD will:

• Create less complex service delivery, with fair and logical payment systems that are federally compliant

• Continue to be good stewards of limited resources

• Provide quality outcomes through a combination of people and processes

• Design service delivery models in response to choices made by the people served, in alliance with community

supports

• Develop a system-wide vision and long-range strategic plan by listening to our funding partners, constituents

and stakeholders

To accomplish its mission, DODD regularly conducts meetings that require the use of audio visual (AV), conferencing,

and other technologies. Although conferencing technology is available in most of these rooms, the user experience

and capabilities need to be greatly improved and/or enhanced.

DODD has seven (7) conference rooms, on the 12th and 13th floors. See Attachment B for the floor plans.

• CIO Conference Room – Room 1220

• Executive Conference Room – Room 1240

• Training Room East – Room 1219

• Training Room West – Room 1219

• Video Conference Room – Room 1280

• 1342 Conference Room – Room 1342


• 1383 Conference Room – Room 1383

See Attachment B for pictures of conference rooms and current technology.

The CIO Conference Room is used for smaller IT meetings and calls. The Executive, Video, and 1342 rooms are the

main rooms where multi-party conferences are held. 1383 is a large room that is just getting started for conferencing

buildout.

Training Room East and West has a moveable wall divider between them that is opened to accommodate larger

audiences. These rooms are frequently used to host video calls. Frequently, they are also used for providing a mix of

external and internal trainings that may or may not be recorded.

3. Desired Quote

Please quote the following rooms separately:

3a. CIO Conference Room – Room 1220

• Room Scheduling Panel

o Surface mounted to wall, outside of room entry door

o Single PoE+ LAN drop to nearest DODD data switch – cabling in-wall, and above ceiling drop tile

from panel location to data switch.

o Integrates with Microsoft Exchange for room scheduling

o Provides easy to read indication of room availability with Green or Red screen illumination to indicate

if room is in use, or if room is currently available

o Displays Outlook Exchange room schedule, may allow room scheduling directly from panel if

Exchange configurations requirements are met

• AV Cabling

o Provide all new intra-room patch cables – HDMI, USB, CAT, Control, Speaker

o Provide all new intra-room structured cabling for endpoint device connections – CAT STP CMP

• Final system testing & commissioning

o Provide AV system final testing & commissioning

o Provide single commissioning report specific to AV room system

• Provide wireless presentation system

o Wirelessly share up to four (4) screens simultaneously, Windows Miracast, Apple Airplay – PC, MAC,

tablet or other mobile devices

• Install a Crestron AirMedia behind the existing display to allow wireless content streaming to the Surface Hub

device and to allow users to present information.

• Mount Equipment

o One (1) 3-element ceiling mounted microphone at equidistant locations for optimal room audio pick-

up response

• Incorporate the existing Surface Hub system and Jabber tabletop microphone to provide a fuller audiovisual

solution

• All existing cabling will be cleaned and routed for a clean professional appearance

• Training on system

• Onsite support


• Maintenance

• Remote support and helpdesk

• Annual system re-certification

• Pulse monitoring

3b. Executive Conference Room – Room 1240










• AV Cabling









• Mount Equipment

o Four (4) 3-element ceiling mounted microphones at equidistant locations for optimal room audio pick-

up response

o Eight (8) Overhead, ceiling-mounted speakers

▪ Optimized for conferencing audio, designed for high intelligibility audio/video conferencing

use. Native mount to existing drop tile ceiling, and designed for 2x2 or 2x4 ceiling tile

configurations

o Audio amplifier for ceiling speaker system – mount behind display

• Install a Crestron AirMedia behind the existing display to allow wireless content streaming to the Poly device

and to allow users to present information.

• Existing equipment: 65” Visio display, PC, and Polycom 500 dual EagleEye cameras, control panel and

microphone will be integrated with the new equipment to create a more robust video-conferencing space

• All existing cabling will be cleaned and routed for a clean professional appearance


• Onsite support

• Maintenance





3c. Training Room East – Room 1219










• AV Cabling






• Mount and Install Equipment

o Install a QSC DSP for audio routing and processing

o Four (4) CTG button-style microphones installed in the ceiling

o Four (4) QSC 6” speakers installed in the ceiling

o QSC 2-channel amplifier installed to power new ceiling speakers

o Wireless microphone system, which includes a lavalier and a handheld microphone

o All existing cabling will be cleaned and routed for a professional appearance

• Display (Flat Panel)

o Replace and install four (4) 40” NEC flat panel displays, ceiling mounted (2 for east) displays on either

side of the divisible wall facing the front of each training room East and West in place of the existing

owner furnished equipment 32” displays

o Provide and install a power conditioner for the display

o Install an A/V switcher to route all source material to the flat panel displays. Any media requiring

HDCP compliance will be properly handled by the switcher

o Install (6) receiver/scalers, (1) at each display location and set it to match the native resolution of the

display

o Install all low voltage wiring between the audio system components and the system headend

• Equipment Rack & Accessories

o Install an equipment rack to be located internal to the room and contain specific A/V rack equipment

▪ The rack will be supplied with casters for ease of service

o Install a power conditioner in the A/V rack to protect all of the racked equipment

o Install all low voltage wiring for all A/V system components. All low voltage cabling will be plenum

rated when not pulled through conduit


• Onsite support

• Maintenance





3d. Training Room West – Room 1219










• AV Cabling






• Mount and Install Equipment





o Wireless microphone system, which includes a lavalier and a handheld microphone

o All existing cabling will be cleaned and routed for a professional appearance

• Display (Flat Panel)

o Replace and install four (4) 40” NEC flat panel displays, ceiling mounted (2 for west) displays on

either side of the divisible wall facing the front of each training room East and West in place of the

existing owner furnished equipment 32” displays

o Provide and install a power conditioner for the display

o Install an A/V switcher to route all source material to the flat panel displays. Any media requiring

HDCP compliance will be properly handled by the switcher

o Install (2) display ports and HDMI computer input at the specified wall location and provide cables of

adequate length to support the inputs at the specified laptop location. Any computer interface will

provide EDID information to the connected PC and all digital video connections will support HDCP

as applicable. Both Display ports and HDMI connections cannot be used simultaneously.

o Install (6) receiver/scalers, (1) at each display location and set it to match the native resolution of the

display

o Install all low voltage wiring between the audio system components and the system headend









• Onsite support

• Maintenance




3e. Video Conference Room – Room 1280










• AV Cabling









• Install a Crestron AirMedia behind the existing display to allow wireless content streaming to the Poly device

and to allow users to present information.

• Install an Extron soundbar below the display for enhanced sound quality from Poly and presentation content

• Reroute both the Polycom mics to the table for better voice quality

• Install Connectrac on the floor between the table and the credenza to hide all cable runs

• Integrate the existing 65” Vizio display and the Poly Group 500 with dual EagleEye cameras, control panel

and microphone into the new system

• All existing cabling will be cleaned and routed for a clean, professional appearance


• Onsite support

• Maintenance





3f. 1342 Conference Room – Room 1342




from panel location to data switch. 100 meter LAN distance limits apply






• AV Cabling






• .Provide wireless presentation system



• Install a Crestron HDMI transmitter at the table for wired presentation and a Crestron AirMedia behind the

owner furnished equipment Surface Hub to allow for wireless presentation.





• Existing cabling will be cleaned and routed for a clean, professional appearance


• Onsite support

• Maintenance




• Install two (2) 40” NEC flat panel displays, ceiling mounted midway point throughout the room

• Provide and install a power conditioner for the display

• Install an A/V switcher to route all source material to the flat panel displays. Any media requiring HDCP

compliance will be properly handled by the switcher

• Install (2) display ports and HDMI computer input at the specified wall location and provide cables of adequate

length to support the inputs at the specified laptop location. Any computer interface will provide EDID

information to the connected PC and all digital video connections will support HDCP as applicable. Both

Display ports and HDMI connections cannot be used simultaneously.

• Install (6) receiver/scalers, (1) at each display location and set it to match the native resolution of the display

• Install all low voltage wiring between the audio system components and the system headend








3g. 1383 Conference Room – Room 1383










• AV Cabling









• Install a Crestron AirMedia behind the existing Surface Hub display to allow for wireless content to the Surface

Hub and to allow users to present information

• Install a QSC DSP for audio routing and processing

• One (1) CTG button-style microphones installed in the ceiling

• Two (2) QSC 6” speakers installed in the ceiling

• QSC 2-channel amplifier installed to power new ceiling speakers

• All existing cabling will be cleaned and routed for a professional appearance


• Onsite support

• Maintenance





4. Instruction to Respondents

4a. Schedule of Events

Event Date and Time

RFQ Issued May 21, 2019

Inquiry Period Ends May 28, 2019 12:00 PM

Response Due May 31, 2019 12:00 PM

4b. Response Submission

Respondents shall submit responses by May 31, 2019 12:00 PM, late responses will be rejected.

Responses shall be submitted via email to Kim Lewis at [email protected].

Responses submitted by any other means are not acceptable, and the State may reject them.

5. Response Submittal

Respondents shall adhere to the response format and provide detailed information on the following sections. Each

section and sub-section must have a separate response, and responders are encouraged to provide a level of

thoroughness that will enable DODD to achieve the RFQ objectives.

Each supplier must submit their response, in MS Word or PDF format, via email with the email subject line “DODD

Audio Visual Updates”.

Each response must be organized in the format as described below. Any material deviation from the format outlined

below may result in a disqualification of the response. Each response must contain a table of contents indicating each

section of the response.

1. Cover Letter containing the following information:

a. Contact person, address, phone number and email address;

b. State Term Schedule Number and STS Labor Category Code;

c. A statement acknowledging that the Standard Affirmation and Disclosure Form (EO 2011-12K) that was

signed during the State Term Schedule submission remains in effect; and

2. MBE Certification

3. Company profile (history, past & current clients)

4. Quoted list of AV items requested clearly indicating purpose of each item and where it will be installed

and/or utilized

5. Quoted detailed plan and outline of recommended training for DODD staff who will use or have use of the

completed AV solution

6. Quoted detailed plan and outline of recommended AV maintenance and troubleshooting training to be

provided to DODD support staff

7. Conflict of Interest Statement

DODD will not be liable for any costs incurred by any offeror in responding to this RFQ, even if DODD does not award

a purchase order through this process. DODD may decide not to award a purchase order. DODD will reject late

responses regardless of the cause for the delay. DODD may also reject any response that it believes is not in its best

interest to accept and may decide not to do business with any of the suppliers responding to this RFQ.


5a. Non-Disclosure Agreement

All resources assigned to this work by the supplier may be required to sign a non-disclosure agreement. The

agreement prevents the disclosure of any confidential data obtained while on the engagement and prevents disclosure

during and after the engagement.

5b. Proprietary Information

All responses and other material submitted will become the property of DODD and may be returned only at DODD's

option. Proprietary information should not be included in a response or supporting materials because DODD will have

the right to use any materials or ideas submitted in any response without compensation to the supplier. Additionally,

all responses will be open to the public after the contract has been awarded.

DODD may reject any response if the supplier takes exception to the terms and conditions of this RFQ.

5c. Waiver of Defects

DODD has the right to waive any defects in any response or in the submission process followed by a supplier, but

DODD will only do so if it believes that it is in DODD's interest and will not cause any material unfairness to other

suppliers.

5d. Rejection of Response

DODD may reject any response that is not in the required format, does not address all the requirements of this

RFQ, or that DODD believes is excessive in price or otherwise not in its interest to consider or to accept. In addition,

DODD may cancel this RFQ, reject all the responses, and seek to do the work through a new RFQ or by other

means.


Appendix A – Glossary

DODD Ohio Department of Developmental Disabilities

ORC Ohio Revised Code

RFI Request for Information

RFQ Request for Quote

RTP Request to Purchase

RFB Request for Bids

Appendix B – Floor Plans and Current Audio/Visual Technology

File Contents Addendum

Conference

Rooms – SOT 12

and 13

Various conference rooms and current AV technology

in place.

See under

Addendums of the

RFQ

Floor Plan – SOT

12 and 13

Diagram of Conference Room Locations – 12th and

13th floors

See under

Addendums of the

RFQ

Audio/Visual Equipment Review, Enhancement, and Support• Final system testing & commissioning o...

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