Classroom & Conference Room Technology Services, College Wide

expired opportunity(Expired)
From: Valencia College(Higher Education)
RFP 2019-31

Basic Details

started - 17 Apr, 2019 (about 5 years ago)

Start Date

17 Apr, 2019 (about 5 years ago)
due - 04 Jun, 2019 (about 4 years ago)

Due Date

04 Jun, 2019 (about 4 years ago)
Bid Notification

Type

Bid Notification
RFP 2019-31

Identifier

RFP 2019-31
Valencia College

Customer / Agency

Valencia College
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Status : Awarded

Fiscal Year : 2019
Primary Contact : César Colón
Secondary Contact : Valencia Procurement
Title : Classroom & Conference Room Technology Services, College Wide
Number : RFP 2019-31
Type : Request for Proposal
Online RFQuote : Yes
Department :

Notes : APPENDIX A SCOPE OF WORK AND TECHNICAL REQUIREMENTS Qualified suppliers are invited to submit their proposals to take part, with Valencia College for the purchase, installation, and support of all system components for Smart Classrooms as described herein. The College is looking for a turnkey operation complete with all materials, labor, programming, and related services. Background information: The average annual spend in the last 5 years has been $1.6M; this includes Smart Classrooms Refresh programs, service request, new construction, and special projects. The College has close to 800 classrooms. 85% of them are very similar. The other 10% are similar to each other and
the last 5% are unique. The College is expanding; expansion rate estimate is currently unavailable. Not including revenue generated from service requests, depending on vendor capacity and facilities schedules, we could potentially upgrade between 50-75 rooms per year. 1.1 Expected level of Service The Smart Classroom and/or conference room system components may be installed on any of the campuses of Valencia College. The selected supplier is expected to be able to provide the following: 1.1.1 When called upon to resolve any issues: a. Provide same day response, or for any issues called in after 3 pm next day prior to 12:00 pm (noon) b. Visit the respective campus within 24 to 48 hours c. Come up with a resolution plan in agreement with Valencia personnel within 72 hours after the initial call. d. For any safety issues a more immediate response is expected. e. Responses are typically during business hours, depending on the room and availability some afterhours may be required. 1.1.2 Have the means to provide technical phone support. 1.1.3 Be capable of providing local service and support of the equipment and services provided. 1.1.4 Provide status to campus point of contact prior, during, and after each service and support incident. 1.1.5 Have the capability to store equipment (if needed) until the time for the installation. Valencia College does not have the resources to store, handle and ship the equipment until time for the installation. 1.1.6 Perform in house repair and warranty service for all major manufacturers for the equipment installed in the classrooms. 1.1.7 Have inventory turnaround capabilities for direct replacement of major components as defined in EXHIBIT A for warranty repair in accordance with the Service Level Agreement. 1.1.8 Provide a warranty with a minimum term of one year on all parts and labor used during installation and any required documentation. 1.1.9 It is preferred that the selected supplier not “outsource” the installation services. Consistency is expected to be maintained in the installation of each classroom, therefore the same installation practices must be adhered to during each installation. If, outsourcing is needed the awardee of the contact realizes that they are ultimately responsible for the quality of the work and warranty service. There may be additional approval based on the type of contractors that are utilized based on facilities requirements. 1.1.10 Have the staff available to meet the installation requirements. At any given time, Valencia College may request several rooms to be installed simultaneously on different campuses. 1.1.11 Have a resident full time certified programmer on staff to support any programming needs for the classroom technology as outlined in the document. 1.1.12 The selected supplier shall have the flexibility to perform the installation in stages (i.e., pull cable when the room is ready, then return for the final installation, and return for a follow-up service trip after the room is completed to resolve any issues.) 1.1.13 Prior to the start of any project, the selected supplier shall be available to complete a walk-through of each room to document project requirements in coordination with Valencia constituents. 1.1.14 At the completion of each room the sales engineer, systems integrator and Valencia personnel shall inspect and completely test the equipment before the Valencia project manager certifies the functionality of the equipment. 1.1.15 Time and travel costs incurred to/from or other travel is the responsibility of the provider. 1.2 Equipment Requirements 1.2.1 The Smart Classrooms will have standard equipment in all the rooms, with the flexibility to add or delete equipment based on the faculty’s needs for that department. The equipment in the Valencia Technology Enabled Classrooms shall include the following current industry standard components (see Attachment J: Preferred Equipment) Wall or ceiling mounted projector Projection surface Physical Media Player (i.e. Blu-ray) Desktop Interactive Document Camera Loudspeakers in accordance with learning space requirements Wireless Display Support Touch control panel and related equipment Equipment cabinet or desk PC computer w/display, wired keyboard and mouse (provided by Valencia) Wireless keyboard and mouse Cable cubby within desk (electric, VGA w/audio cable, HDMI cable, network cable) IP Phone (provided by Valencia) Zoned lighting (instructor’s area and student’s area) (provided by Valencia) 1.2.2 All equipment furniture shall be keyed alike. The equipment housed in the cabinet may include, but not limited to: • Physical media player • PC computer (supplied by Valencia) • Drawer for storage space (i.e. remote controls, AV adapter, interactive pens, documentation, etc.) • Control systems Space for auxiliary/additional equipment (4RU minimum) The equipment cabinet (see Attachment J: Preferred Equipment List/Cost) shall be a minimum 18 Rack Units in height. For the equipment that will be used by the faculty (i.e. Blue-Ray player and PC computer) this equipment shall be installed in the top of the cabinet for easy accessibility, with the drawer immediately below this equipment. The rack component layout must be approved by Valencia before final assembly of the cabinet is completed. All equipment shall be rack mounted in the cabinet with a minimum of one mounting screw being a theft deterrent screw. Proper ventilation shall be provided as needed. 1.3 System Requirements 1.3.1 The room shall have a wall or ceiling mounted projector. The room shall include audio sound system speakers. Current standard configuration is described in EXHIBIT A 1.3.2 The control system for the room shall be a digital control system. The touch panel must be able to control all of the equipment in the room. The touch panel will include a volume control that will show a percentage level of the volume. The main/source page layout shall include the video image in the upper right-hand corner and shall go to the full screen by touching the image window. The main/source page shall return by touching the panel when the full image is shown. The main/source page shall have all the video source and computer selection buttons, system control, volume buttons, and lights button, if applicable. 1.3.3 The digital processor shall include the necessary hardware and software to support the system. Valencia shall supply the required data ports to connect the processor to the network. The connection shall be located near the equipment cabinet. 1.3.4 Each classroom shall have access to source code of all pages from the control system, in order to operate the classrooms from a remote location. The program shall include data gathering and room monitoring modules. Valencia shall provide the static IP address. 1.3.5 The equipment programming requirements shall be reviewed and discussed between Valencia’s OIT appointed representative and the supplier’s certified programmer. Valencia will take ownership of all programming for the system upon completion of each classroom. The files and source code shall be provided. 1.3.6 Cabling shall be provided to support any related technology. 1.3.7 All the equipment shall be mounted using tamper proof hardware. Valencia shall provide the security hardware and software for the non-secured components. 1.3.8 A preliminary review of the system and component layout with equipment will be submitted to Valencia for review before the initial installation will begin. 1.3.9 Complete wiring diagrams and component layouts are required in electronic form and hard copy. All equipment operation manuals, equipment model number, serial number shall be submitted for each room. 1.3.10 All documentation shall be submitted to Valencia’s OIT appointed representative after the completion of each room per Valencia’s guidelines. 2. WORK TO BE PERFORMED BY VALENCIA 2.1 Electrical All electrical wiring (i.e. lighting, 120VAC duplex outlets) will be provided by Valencia before the equipment installation will begin. There will be one (1) 120VAC duplex outlet located on the wall in the area specified within the cut sheet for projector along with one (1) single gang box for AV cabling. One (1) 120VAC quadplex outlet shall be located near the equipment cabinet. The supplier shall supply power requirements and cut sheets for the equipment being installed. Valencia shall make all electrical connections 120VAC or greater. Supplier shall be responsible for all “low voltage” connections. Valencia shall provide one (1) double ganged box with two (2) 1” conduit run above the ceiling grid for AV cabling between the equipment cabinet, the wall components, and instructor’s desk, to be located near the equipment cabinet. All cabling shall be Plenum rated. 2.2 Lighting Valencia may provide zoned lighting in the classrooms. There will be two possible lighting schemes. All lights will be connected to wall switches. All lighting will be controlled by the control system. Provisions will be made to allow connection of the lighting interface unit into the lighting system. The lighting interface unit shall be located above the ceiling grid above the main entrance into the room. The lighting scheme will be determined before the renovation of the room begins. 2.3 Physical Valencia shall provide a professionally installed dry erase/projection surface which will allow for a typical projection area size of 100” diagonal. 2.4 Networking Valencia shall provide each classroom with a minimum four network drops. The four drops shall be located near the equipment cabinet and will be used for: PC computer Laptop System processor Spare Valencia shall provide one (1) double ganged box with one (1) 1” conduit run above the ceiling grid for data cabling. All cabling shall be Plenum rated.
Piggyback Solicitation : No
Insurance Required : No
Bid Bond Required : No
Bid Bond Amount :

Broadcast Date : 4/17/2019 12:00 PM
Question End Date : 5/17/2019 5:00 PM
Due Date : 6/4/2019 2:00 PM
Bid Opening Date :
Anticipated Award Date : 7/24/2019

Valencia College, P.O. BOX 3028, Orlando, Florida 32802Location

Address: Valencia College, P.O. BOX 3028, Orlando, Florida 32802

Country : United StatesState : Florida

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