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HomeMy WebLinkAbout240-15 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 240-15 File Number: 2015-0569 THE FIELD SHOP, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO DESIGN, PURCHASE AND INSTALL UPGRADED AUDIO-VISUAL EQUIPMENT IN THE CITY COUNCIL CHAMBER AND CITY HALL ROOM 326 IN THE AMOUNT OF $186,168.00 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $16,500.00; AND UPGRADED AUDIO-VISUAL AND BROADCAST SYSTEM EQUIPMENT IN THE TELEVISION CENTER IN THE AMOUNT OF $218,546.46 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual technology equipment in the City Council Chamber and City Hall Room 326 in the amount of $186,168.00 plus applicable taxes, and further approves a project contingency in the amount of $16,500.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual broadcast system technology equipment in the Television Center in the amount of $218,546.46 plus applicable taxes, and further approves a project contingency in the amount of $5,000.00. PASSED and APPROVED on 12/15/2015 Page 1 Printed on 12117115 File Number: 2015-0569 Resolution 240-15 Attest: `J W bum Lisa Branson, Deputy City Clerk e���G • , .... F 1i .�s EAYETTEVILLE: �• 0 "1tti`�ge�4``• Page 2 Printed on 12117115 r , City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2015-0569 Agenda Date: 12/15/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: C. 4 THE FIELD SHOP, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO DESIGN, PURCHASE AND INSTALL UPGRADED AUDIO-VISUAL EQUIPMENT IN THE CITY COUNCIL CHAMBER AND CITY HALL ROOM 3261N THE AMOUNT OF $186,168.00 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $16,500.00; AND UPGRADED AUDIO-VISUAL AND BROADCAST SYSTEM EQUIPMENT IN THE TELEVISION CENTER IN THE AMOUNT OF $218,546.46 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual technology equipment in the City Council Chamber and City Hall Room 326 in the amount of $186,168.00 plus applicable taxes, and further approves a project contingency in the amount of $16,500.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual broadcast system technology equipment in the Television Center in the amount of $218,546.46 plus applicable taxes, and further approves a project contingency in the amount of $5,000.00. City of Fayetteville, Arkansas Page 1 Printed on 12116/2015 Doug Bankston Submitted By City of Fayetteville Staff Review Form 2015-0569 Legistar File ID 12/15/15 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/25/15 Submitted Date Communications & Marketing/ Communications & Marketing Department Division / Department Action Recommendation: City staff recommends awarding RFP 15-09 (City Hall Audio -Visual Upgrade) and approval of the attached contract for $186,168.00 plus applicable taxes and a contingency of $16,500.00 with The Field Shop Inc., to design, upgrade, purchase related equipment and install audio-visual technology in City Hall Room 219 (Council Chamber) and City Hall Room 326. City Staff recommends awarding RFP 15-10 (TV Center Digital Upgrade) and approval of the attached contract for $218,546.46 plus applicable taxes and a contingency of $5,000.00 with The Field Shop, Inc., of Little Rock, Arkansas, for the design of audio-visual and broadcast systems, the purchase of related equipment, and the installation and implementation of the audio-visual and broadcast system technology in the Television Center. 4470.9470.5315.00 Account Number 13004/13015 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Sales Tax Capital Improvements Fund City Hall A-V Upgrade/TV Center Digital Convert Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 520,000.00 �520,000.00 $ 444,174.12 L- 75,825,88 V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF Tay4 U1.1e ARKANSAS MEETING OF DECEMBER 15, 2015 TO: Mayor Jordan and City Council CITY COUNCIL AGENDA MEMO THRU: Don Marr, Chief of Staff Susan Norton, Director of Communications FROM: Douglas Bankston, Director of Media Services DATE: November 25, 2015 SUBJECT: A resolution in two parts: 1) awarding RFP 15-09 and approving a contract in the amount of $186,168.00 plus applicable taxes and a contingency of $16,500 with The Field Shop Inc., to design, upgrade and install audio-visual technology in City Hall Room 219 (Council Chamber) and City Hall Room 326; 2) awarding RFP 15-10 and approving a contract in the amount of $218,546.46 plus applicable taxes and a contingency of $5,000.00 with The Field Shop Inc., to design, upgrade and install audio-visual technology in the Television Center. RECOMMENDATION: City staff recommends awarding RFP 15-09 (City Hall Audio -Visual Upgrade) and approval of the attached contract for $186,168.00 plus applicable taxes and a contingency of $16,500 with The Field Shop Inc., to design, upgrade, purchase related equipment and install audio-visual technology in City Hall Room 219 (Council Chamber) and City Hall Room 326. City Staff recommends awarding RFP 15-10 (TV Center Digital Upgrade) and approval of the attached contract for $218,546.46 plus applicable taxes and a contingency of $5,000.00 with The Field Shop, Inc., of Little Rock, Arkansas, for the design of audio-visual and broadcast systems, the purchase of related equipment, and the installation and implementation of the audio-visual and broadcast system technology in the Television Center. BACKGROUND: The City Hall Audio -Visual (A/V) Upgrade project is to replace the audio/visual systems within Room 326 and the City Council Chamber to improve presentation systems and related broadcast equipment. Our current systems are inconsistent from room to room, utilize outmoded equipment, are not user friendly, and do not provide the flexibility needed to address the demands of our multimedia presentation needs. This upgrade will utilize a system -based approach to modernize the technology within our primary City Hall meeting rooms, allow for future expansion, and make the operation of systems consistent between rooms. The Television (TV) Center Digital Upgrade project is to upgrade and replace necessary elements of the current production and telecast systems at the TV Center to create an integrated high-definition core system. The production facilities are a hybrid of analog and digital high definition (HD) and standard definition (SD) systems and analog audio systems. Currently, the automated playout and distribution systems are comprised of analog SD video/audio routing and processing components. The goal is to replace equipment that is outmoded and/or end -of - life, to migrate from an analog to digital environment and to improve our audio and video quality Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 while simplifying the operation and support of our systems in order to provide an improved television broadcast system for our public. DISCUSSION: To ensure the City selected A/V system solutions that would fulfill organizational wide needs for the near and long term, City Administration created an RFP committee comprised of staff from across the organization. City staff developed RFPs and advertised the proposals in October of 2015. Multiple vendors attended a question -and -answer site visit to City Hall and the TV Center. The RFP committee determined that due to the logistical complexity and the close technological interrelationship between the two projects, that we should award both RFPs to a single vendor. The City received two (2) valid responses to the proposal on October 22, 2015. The RFP committee reviewed each proposal and determined to solicit onsite interviews with the two (2) vendors. The RFP committee interviewed both vendors at City Hall, discussed each proposal, and voted to select The Field Shop, Inc. as the preferred vendor to implement AN and broadcast technologies. Staff is confident the new audio-visual and broadcast systems will significantly improve staff efficiency, improve the display of and the quality of the end product, and improve the audio, visual and presentation experience for our citizens. BUDGET/STAFF IMPACT: The funds for this project are available in the 2015 Capital Improvements Plan (CIP) budgets. ATTACHMENTS: Staff Review Form Staff Memo The Field Shop Contract Appendix A RFPs City Solicitation RFPs The Field Shop Submittals Purchase Request CITY OF City of Fayetteville, Arkansas Contract for City Hall AV Upgrade and TVCenter Studio Upgrade --'/ --'- ---- R�O��b�7���'' �np— ���e� � ARKANSAS '`"-' This contract executed this Okayof5,hetweenthe City ofFayetteville, Arkansas, The Field Shop, Inc. In consideration of the mutual covenants contained herein, the parties agree as follows. WHEREAS, City has previously determined that it has aneed for A'CITY HALL AVUPGRADE AND ATYCENTER STUDIO UPGRADE; and WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 15f9, City Hall AV Upgrade AND RFP 15-10, TV Center Studio Upgrade (herein alter referred to as Request for Proposals or RFP's), City has awarded this contract to The Field Shop, Inc. and WHEREAS, The Field Shop, Inc. has represented that it is able to satisfactorily provide these services according to the terms and conditions ufthe RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and follows: NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as Services to be Perfor.med: The Field Shoo, Inc. hereby agrees to provide the City with A CITY HALL AV UPGRADE AND ATV CENTER STUDIO UPGRADE, as requestedandmonespecNcaUyoudinedbelowinthissection,thisngrepment,and ai|subsequent official documents that form the Contract Documents for this Agreement, The Field Shop, Inc. shall provide professional services and dedicated personnel necessary toperformthehollowiog: a. TV Center Studio Upgrade as described and specified in RFP IS -10, TV Center Studio Upgrade b. AVUpgrades fo/Romm2l9inCiryHnUnnlyas described inRFP lS-09'City Hall AVUpgrade c. AV Upgrades for Room 326 in City Hall only as described in RFP 15-09, City Hall AV Upgrade d, it shall be noted that upgrades 'included in RFP 115-09 for Roorn 111 is excluded from this contract. 2. Time ofService: Services shall be performed in a tirnely manner, as specified in the RFP. l Compensation: Ascompensation for The Field Shop, Inc. providing services nothe City asdescribed hereiv'theOty shall pay based on the `uhnoioimn or invoices for Work completed and properly authorized. Invoices shall be billed separately by line item detail as presented and shown on the Purchase Order and shall be based on the pricing submitted inthe RFP response, payments will bemadewithin 30 days ofaccepted ofinvoice. City of Fayetteville, AR Contract for City Hall AVUpgrade and TV Center Studio Upgrade (RFP 15-09and 15-10) Page zof 4 4. Insurance: The Field Shop, Inc. shall provide and maintain in force at all times during the term of the services contemplated herein insurance as presented in RFP 15-09 and RFP 15-10 including general automotive, commercial general liability, workers' compensation, crime insurance for employee dishonesty, errors & omissions, and employment practices liability. Fees for policies associated with this requirement shall be paid by The Field Shop, Inc.. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until the project is completed. E Amendment of Contract: This Contract may be amended only by mutual written agreement of the parties. 7. Legal Compliance: The Field Shop, Inc. is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction. 8. Pricing: The City shall pay The Field Shop, Inc. based on pricing presented in Appendix A, Final Pricing and Scope, which includes detailed pricing for Alf upgrades to Room 219 in City Hall, Room 326 in City Hall, and upgrades to the TV Center Studio. 9. Assignment and Subcontracting: The Field Shop. Inc, shall perform this contract and no assignment or subcontracting shall be allowed without the prior written consent of the City. in the event of a corporate acquisition and/or merger, The Field Shop. inc. shall provide written notice to the City within thirty (30) business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 10. Cancellation. The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) calendar days' notice to _The cield Shop, Inc. of the intent to cancel", or with cause if at any time The Field Shop, In::. fails to fulfill or abide by any of the terms or conditions specified. Failure of The Field Shop, Inc. to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville, In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. Permits & Licenses: The Field Shop, Inc. shall secure and maintain any and all permits and licenses required to complete this contract. 11. Indemnification: The Field Shoo. Inc. shall indemnify, pay the cost of defense, includin:.g but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any per son, persons, or property by or from the said The Fuld Shop,,,,inc.; or City o Fayetteville, AR Contract for City Hall Ari Upgrade and TV Center Studio Upgrade (RFP 15-09 and 15-10) Page 2 of 4 by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of The Field Shop, Inc.; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by The Field Shop, InL represents specific consideration for this indemnification obligation, which shall begin at the time services are first rendered or expenses are incurred. Furthermore, The field Shop, Inc., in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for The Field Shop, inc.'s acts or omissions to third parties, and The Field Shop, 112c. shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by The Field Shop, Inc.'s breach of the terms or provisions of contract, or by any negligent act or omission of The Field Shop, inc., its officers, agents, employees, or invitee, in the performance of this contract; except that the indemnity specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its officers, or employees. in the event of joint and concurrent negligence of both The Field Shop, Inc. and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of The Field Shop. Inc. and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 12. Governing Law &Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 13. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, termor condition hereof shall be held to be illegal or void, such determination shall not affect the 3-alidity of legality of the remaining terms and conditions, and notwithstanding any such determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 14. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal written contract amendment approved by the Mayor and the City Council in: advance of the change in scope, cost or fees. 1S. Freedom of Information Act: Documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, The Field Shop, Inc. will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-103 et. seq) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. City of Fayeeville, AR Contract for City Hail AV Upgrade and TV Center Studio Upgrade (RFP 15-09 and 15-10) Page 3 of 4 16. Documents Comprising Contract: The contract shall include this Agreement for TEMPLORARY EMPLOYMENT STAFFING SERVICES, as well as the following documents, which are incorporated herein by reference. a. Appendix A, Final Pricing and Scope b, City of Fayetteville's Request for Proposals RFP 15-09 and RFP 15-10 and all of its addenda and attachments; C. The Field Shop, Inc.'s Proposal response to RFP 15-09 and RFP 15-10; d. The Field Shop, In c.'s Certificate of Insurance as required, listing the Cit,- as an additional insured. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows; the terms of this Agreement shall prevail over the other documents. and the terms of the remaining documents shall be given preference in their above listed order, WITNESS OUR HANDS THIS 6 DAY OF -,be(eKVNbtY2015. The Field Shop, Inc. B: Kris Reed, Preside Printed Contractor Name & Title ATTEST: Company Secretary 5507 Geyer Springs Road Business Address Little Rock, Arkansas 722,09. City, State & Zip Code Date Signed: November 24, 2035 �l. ATTEST: *Smith,ondra tClerk Date Signed: NX OA- P: :FAYETTEVILLE;�- i lZ• C7 e /� a City of Fayette°vilie. AR Contract for City Hall Ai- Upgrade and TV Center Studio Upgrade (f -,FP 15-09 and 15.10) Page 4 of 4 RFP 15-09 and RFP 15-10: The Field Shop, Inc. Appendix A, Final Pricing and Scope City Hall AU Upgrade (Room 2;19 and 326) MMER_. �. s., ,i}.>.:.�ed h�g-�a*rce�'i IONSa f 8 RFP# Scope Room Amount Taxes Total Room 219 $ 83,720.00 $ 8,162.701$ 91,882.70 City Hall AV Upgrade, Equipment Room 326 $ 48,552.00 1 $ 4,733.821$ 53,285.82 Scope Room Amount Taxes I Total 15-09 Materials, Cable, Connectors, Room 219 $ 8,798.00 Misc. Hardware Room 326 $ 3,518.00 Subtotal $15,995 $ 12,316.00 $ $ $ 857.81 343.01 1,200.82 $ $ $ 9,655.81 3,861.01 13,516.82' Installation and Configuration Scope Room Amount Taxes Total Room 219 $ 29,700.00 Installation and Configuration Room 326 $ 11,880.00 Subtotal $54,000 $ 41,580.00 $ $ $ 2,895.75 1,158.30 4,054.05 $ $ $ ' 32,595.75 13,038.30 45;634.05; Amount Taxes Total SubTotal for Room 219 $ 122,218.00 $ 11,916.26 $ 134,134.26 SubTotal for Room 326 $ 63,950.00 $ 6,235.13 $ 70,185.13 Total for City Hall AV Upgrade (taxes included) $ 204,319.39 Television Center AV Upgrade r .Fad `...t_4 :::i.gu►pnent; ,„. "`; RFP# Scope Description Amount Taxes Total 15-10 Production Switcher $ 19,419.60 $ 1,893.41 $ 21,313.01 Graphics $ 7,044.00 $ 686.79 $ 7,730.79 Routing $ 41,851.08 $ 4,080.48 $ 45,931.56 Master Sync Generator $ 3,795.00 $ 370.01 $ 4,165.01 Playback & Recording $ 26,694.28 $ 2,602.69 $ 29,296.97 Television Center Skype System $ 2,995.00 $ 292.01 $ 3,287.01 OnAir Playback $ 30,830.00 $ 3,005.93 $ 33,835.93 Terminal Gear $ 9,052.00 $ 882.57 $ 9,934.57 KVM System Sub Total $ 2,905.00 $ 283.24 $ 3,188.24 Audio System $ 2,633.50 $ 256.77 $ 2,890.27 Edit Suite $ 1,332.00 $ 129.87 $ 1,461.87 Subtotal .$......14483,7, $........ ... ........I63035,23 Materials, Cable,Connectors, Misc. Hardware and Installation Description Amount Taxes Total Materials, Cable, Connectors, Misc. Hardware $ 15,995.00 $ 1,559.52 $ 17,554.52 Installation and Configuration $ 54,000.00 $ 5,265.00 $ 59,265.00 Subtotal $ 6,824.52 $ 76,819.52 Amount Taxes Total Subtotal for Television Center AV Upgrade $ 218,546.46 $ 21,308.29 $ 239,854.75 Total for Television Center AV Upgrade (taxes included) $ 239,854.75 RFP 15-09 & RFP 15-10 Addendum 2 CITY OF %*a — Ile Date: Tuesday, October 13, 2015 Tuay ARKANSAS To: All Prospective Vendors From: Andrea Foren Rennie, CPPD, CPPB — 479.575.8220 — aforen@fayetteviIIe-ar.Rov RE: RFP 15-09, City Hall AV Upgrade and RFP 15-10, TV Center Studio Upgrade This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the Signature Submittal Form. The following questions were asked in relation to RFP 15-09 and RFP 15-10. Corresponding answers are listed below each question and are hereby incorporated with each project. 1) Should we use the "Low Voltage/Alarm Installer" classification on the Prevailing Wage schedule? a. All questions pertaining to prevailing wage shall be directed to the Arkansas Department of Labor. 2) Will contractors still submit two separate bids, for RFP 15-09 and RFP 15-10? a. Yes. 3) The "Fiber Layout from Meeting Rooms to Cable" drawing. Is the word "Cable" referring to what the RFP's and Addendum name as the "TV Center"? a. Yes 4) Are four (4) multimode fiber strands available between the City Hall and the TV Center Master Control Room? a. Yes 5) Is the City Hall Panduit Opticom fiber enclosure in the Room 219 Production Room, Floor 2.5, directly connected to the Panduit Opticom fiber enclosure in the TV Center Master Control Room? a. Yes; however, it goes through multiple patch panels/fiber receivers. 6) Are there available fiber strands from the Room 326 equipment rack to the Room 219 Production Room fiber enclosure on Floor 2.5? a. No 7) Are there available fiber strands from the Room 111 equipment rack to the Room 219 Production Room fiber enclosure on Floor 2.5? a. Yes, the City can patch between the two meeting rooms. 1 5 Telecommunications Device for the Deaf TDD(479)521 1316 113 Wcst Mountain -Fayetteville, AR 72701 8) On addendum page 8, regarding the fiber layout chart, in red, there are three overall lengths mentioned; 326 at 980', 219 at 860' and 111 at 750'. Are these the total lengths from the City Hall Meeting Rooms to the TV Center at 101 W Rock Street? a. Yes 9) Would it be possible to modify the Fiber Layout drawing on Addendum page 8 to show the fiber path between the City Hall and the TV Center Master Control Room fiber enclosures, and the available number of fibers, only? a. The City would need more information on what level of details needs to be shown. 10) Would it be possible to modify the Fiber Layout drawing on Addendum page 8 to show the fiber paths within the City Hall and the available number of fibers, only? a. The City would need more information on what level of details needs to be shown. 11) What type of third -party web meeting/webinar has been considered, Livestream? a. The City has not finalized this decision and is currently considering all viable options. 12) Would the web meeting/webinar encoding device be a computer with encoding software or a hardware - based encoder? a. Either 13) When discussing third -party web conferencing, that would indicate a two-way communications scenario would Skype be used for web conferencing with a PC computer? a. Yes 14) Would the installer be required to provide the proper converters and Skype bridge as part of this project, for web conferencing? a. Yes 15) Is the City providing the computer the Avid ProTools 12 will be operated on? a. Yes 16) Will the City be purchasing either a monthly or a perpetual license with an annual upgrade plan, outside this project/contract? a. The City will be purchasing the yearly license through its CDW/GSA Contract. 17) What is the model of the existing Gentner telephone hybrid? a. The existing model is not a Getner (City's error). Existing is 1K Audio Innkeeper LTD Digital Hybrid. 18) With the use of five (5) new Blackmagic Design Teranex2D standards converters, plus the use of the one (1) existing Teranex2D, the total number of six (6) Teranex2D converters would match a total of six (6) final channel outputs (AT&T Uverse-FGC; AT&T Uverse-FPTV; Cox Comm-FGC; Cox Comm-FPTV; Granicus- FGC; Livestream-FPTV)? a. Correct ge 2 5 Telecommunications Device for the Deaf TDO (471) 521 1316 113 West hlcruntain Fayettevi[[e, AR 72701 19) Since the request has been made for a video production switcher with two (1) multi-view outputs, wouldn't there be a requirement for two (2) 42 -inch 1080p displays and the proper mounting hardware to mount them side-by-side, above the control room console? a. Yes, but it was discussed on site that even though the unit does have the ability to output 2 Multiview screens, the City would possibly only need one, given the number of inputs. 20) On addendum page 4.(iv.Studio.2): "City has 2 LCD TV's on rolling stands, HDIVII input. The City intends to integrate this equipment." Where does the City see this equipment being integrated? a. In the studio as client monitors, where they are currently. 21) What are the make/model of the 2 LCD TV's? a. Samsung UN32F5000AF 22) What is the maximum resolution of the 2 LCD TV's? a. 1920x1080P 23) On addendum page 4, (iv.Studio.2): "City has a speaker system for in -studio monitoring. The City intends to integrate this equipment." Are these the existing pair of monitor speakers in the control room, which will remain as the control room monitor speakers? a. The speakers referred to are in the studio, mounted on a shelf. 24) Will the existing Tascam DV-D01U DVD player be used as a source for the update? a. Yes 25) Will two (2) HD waveform/vectorscopes be required, one (1) for ENG/shading of the studio cameras in the control room and one (1) in the Master Control Room? a. The City currently has a Blackmagic Ultrascope PCI -E Card and Computer for the Control Room, which can be used. The City will require, with this project provided by the Contractor, a HD -SDI capable WVFM/VECT Scope for the Master Control Room ("Rack Room"). 26) On addendum page 4, (3.a): "City currently has a computer with Blackmagic Ultrascope Card used for display of video signal in Control room." Is it the intent of the City to reuse this as a waveform/vectorscope or to replace this with another device? a. Yes, this is available for re -use. 27) Does the City already have a master test signal/sync/time code/wordclock generator for the TV Center? a. The City has an existing master clock, ESE Model ES 188, But no sync /test/TC/wo rd clock generator. 28) On addendum page 6, (21.i): "Proposer shall account audio input/output from the Whisper Room — Isolation Booth." Will the proposer be required to provide a headphone amplifier with level control, headphones, microphone, etc.? a. The City will provide the Microphone and Headphones. Proposer shall provide headphone amplifier with level control only. Y P [ } n r �: r: e telecommunications Device for the Deaf TDD { 79} 521 1316 113 lrJest R1ountain - Fayettevilte, AR 72701 29) Does the whisper room — isolation booth require a small video monitor (22 -inch flat panel display, with mount arm) to be installed, within the booth? a. Yes, installed inside the booth for playback use for ADR. 30) Regarding Rooms 326 and 111, where PTZ cameras are to be controlled from the TV Center at 101 W. Rock Street, is it the intent to provide three (3) separate HDSDI video signals from Room 326 and three (3) separate HDSDI video signals from Room 111, into the video production switcher at 101 W. Rock Street? a. No, the City will not use the Video Production switcher in the Control room for this purpose. The City currently can use the Leightronix PolyOptix systems from each edit bay via a web interface. Since the City will have multiple meetings simultaneously, it cannot tie up the main production switcher for studio productions. The City wishes to to retain remote meeting production such as what exists now (from within edit bays). 31) To confirm, the City will provide UPS devices for the TV Center, but the financial resources to purchase the UPS devices will come from the existing budget of $250,000? a. The UPS is being provided by our IT division (City) through a separate budget. 32) To confirm, the City will provide Cisco network switches, but the financial resources to purchase the switches will come from the existing budgets of $250,000 and $270,000? a. Correct. The City's Information Technology department will provide the switches; however, cost for switches will come from the project budget. 33) If UPS devices are utilized in Meeting Rooms 326, 111 and 219, will those devices be the responsibility of the contractor? a. The City will provide the UPS for meeting rooms 326, 111, and 219. 34) On RFP 15-09, page 15 "Skype" or video conferencing capability with two-way viewing and switcher feed are requested. With the City provide the PC computer for Skype and the installer provide the Skype Bridge for the PC computer? a. Yes, the City will provide the PC. Installer to provide Skype Bridge. 35) Is the PC computer for Skype a different device from the presentation PC computer, in Rooms 326 and 111? a. Yes, it will be a different computer. 36) Is audio/tele-conferencing desired for Rooms 326 and 111? a. Yes 37) Is audio/tele-conferencing desired for Room 219? a. Yes 38) Is Skype video conferencing capability desired for Room 219? a. Yes. 39) If the existing Ross Crossover Solo switcher is reused, which has one multi-view output, will it be acceptable to modify the 24 -inch Multiview monitor from "2" to "1" monitor? 4 5 T2iecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 a. Yes, and the switcher is a Crossover 12, not solo. Frame and Panel. 40) What is the purpose of the Lenovo PC with 24" or larger touchscreen monitor, or equivalent? a. In the event the awarded contractor chose not to use the Ross Crossover 12 switcher, a Blackmagic ATEM 1M/E switcher was listed, which instead of a control panel would use the ATEM software and the Computer/Touch Screen. 41) Can the PC and 24" touchscreen be an "all -in -one" style PC/touchscreen? a. Yes, as long as it is able to run the ATEM software. 42) Is the Lenovo PC and touchscreen to be provided by the City or the installer? a. Installer/Proposer 5 5 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain Fayettevilte, AR 72741 RFP 15-09 & RFP 15-10 Addendum 1 CITY OF Date. Friday, October 2, 2015 ay ffeville ARKANSAS To: All Prospective Vendors From: Andrea Foren Rennie, CPPD, CPPB-479.575.8220—aforen@fayetteville-ar.gov RE: RFP 15-09, City Hall AV Upgrade and RFP 15-10, TV Center Studio Upgrade This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the Bid Form. BIDDERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM. 1. This addendum is applicable to the following two RFPs: a. RFP 15-09, City Hall AV Upgrade (further referred to as City Hall) and RFP 15-10, TV Center Studio Upgrade (further referred to as TV Center). 2. In the event a contract results from RFP 15-09, City Hall AV Upgrade and RFP 15-10, TV Center Studio Upgrade it shall be awarded to a single vendor. a. Proposers submitting a response for RFP 15-09, City Hall AV Upgrade shall also submit a response to RFP 15-10, TV Center Studio Upgrade. b. Proposers submitting a response for RFP 15-10, TV Center Studio Upgrade shall also submit a response to RFP 15-09, City Hall AV Upgrade. c. Failure to submit for BOTH RFP 15-09 and RFP 15-10 shall result in rejection of proposal. d. Any specific discounts for completing both projects at the same time shall be equally split in each proposal. e. The City reserves the right to award only one project. 3. The deadline for questions is hereby extended until Sunday, October 11, 2015 via e-mail to Andrea Rennie at aforen@fayetteville-ar.gov. The City will make efforts to address critical questions after this deadline, if applicable. However, getting all questions in by the deadline is preferred in order to allow all interested parties adequate time to finalize responses. 4. The City of Fayetteville has confirmed a current valid license through the Arkansas Contractor's Licensing Board is required and shall be valid at time of RFP deadline/Vendor response. 5. Awarded vendor shall provide a one hundred percent performance and payment bond for each project. Cost for each bond shall be included with each individual project and RFP. 6. The Arkansas Department of Labor has issued a Prevailing Wage Determination for each project. Awarded Proposer will be responsible for the adhering to the enclosed wage rates. Pricing shall be inclusive of all wage rate requirements issued by the enclosed two determinations, one for each project. i ti , A ool 'd = n 1 it 7 - 118 Telecommunications device for the Deaf TDD (479) 521 1316 113 West Mountain • Fayetteville, AR 72701 a. RFP 15-09, see attached 4 page Prevailing Wage Determination No. 15-215 b. RFP 15-10, see attached 4 page Prevailing Wage Determination No. 15-214 7. Taxes shall not be included with RFP pricing. The City of Fayetteville is not a tax-exempt entity, therefore, any applicable sales taxes shall be charged upon invoicing as it applies to Arkansas State Law. Sales taxes will not be considered during the evaluation of the RFP process. 8. The City held a non -mandatory pre -proposal conference for each project on Wednesday, September 23, 2015 as noted in the RFP documents. It is HIGHLY encouraged that any interested party visit both sites prior to submitting a response to the two RFP's. All request for site visits shall be made in advance of visit and shall be coordinated by contacting Andrea Foren Rennie at aforen@fayetteville-ar.gov. Sign in sheets for each pre -proposal conference are attached and included with this Addendum. 9. Contractor is responsible for field verifying existing equipment capability and compatibility. 10. Proposers are authorized to utilize any current TV Center and City Hall meeting room equipment deemed necessary for configuration and installation; however, any other equipment necessary for configuration removal shall remain the property of the City. Proposer shall identity any reused or repurposed equipment with proposal response. 11. Proposers shall include a detailed progress schedule, which shall identify any disruption in any media service, including but not limited to the Fayetteville Government Channel (FGC) or Fayetteville Public Access Channel (FPTV). The City desires as little disruption as realistically possible for the projects. 12. Any finishing out of buildings or rooms, including but not limited to high voltage electrical, lighting, wall coatings, acoustical panels, flooring, and millwork shall be completed and provided by the City. In the event any of these items are needed for project completion and design, such shall be provided in detail with RFP response-. 13. All work shall be coordinated and managed through the Facilities Management Division, Media Services, and Information Technology in advance of work and throughout the project. 14. Proposals shall be structured in the most cost effective manner to the City based on the current and existing conditions. 15. The City will continue to use the room on floor 2.5, known as the video booth for television production during meetings located in room 219. The vendor shall include a "recording" light, utilizing rear lit red letters "RECORDING" and an on off switch located in the video booth. 16. Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. i. .. p., .<. .. i .J 210 TekcommUrpications Device for the Deaf TDD (4- 79) 521-1316 113 west Mountain - Fayetteville, AR 72701 17. The following all-inclusive appropriated funds were disclosed at the pre -proposal conference; however, these figures are inclusive of the following: additional third party contracts, work completed by the City, sales taxes, project contingency, and other encumbered funds necessary for the entire scope of the project. a. TV Center: $250,000 b. City Hall: $270,000 18. The following performance specifications apply to each phase of the project. These performance specifications are for clarity and do not replace additional requirements in the RFP. a. RFP 15-10, TV Center Studio Upgrade i. General TV Center requirements 1. The City desires to have the highest quality, broadcast professional, non -consumer grade equipment provided and installed. The City also requires equipment and workflow that is common to the industry as a whole to aid teaching efforts and useable skill sets beyond the TV Center. All equipment supplied shall be new and most current model available. The HD Upgrade applies to 3 main areas: Control Room / Studio Infrastructure, Playback System and Station Infrastructure. 2. This RFP also interfaces with 15-09 City Hall AV upgrades, as some of the systems are interconnected. 3. Video Format shall be HD -SDI 1080i/59.94 a. All incoming feeds shall be converted to this standard 4. Audio shall be embedded 5. All signals shall be timed and synced on arrival- The City does have a Network Time Server that can be used as an authoritative time source. 6. All outputs to "Air' shall be converted with Blackmagic Teranex 2d or equivalent ii. Control Room 1. 2 M/E switcher equivalent or better to Blackmagic Atem 2M/E, with 2 ME control Panel 2. Character Generator system shall be a separate device from Video switcher 3. Video Server shall be a separate device from Video switcher 4. Audio Board shall be Behringer X32 with Midas preamps or equivalent 5. Audio shall be synced with video as soon as possible to avoid delay issues 6. City currently has 2 JVC RM-HP790 camera control units with HD -SDI output. The City intends to integrate this equipment. 7. City currently has a Getner telephone Hybrid. The City intends to integrate this equipment. 8. Proposer shall replace existing 42" multi-view control room monitor with minimum 42" monitor, 1080P iii. Existing Rack/Server Room 1. Vendor has option of integrating current equipment, or replacing with new 2. The Station(s) have the following outputs to "air': a. Fayetteville Government Channel i. Cox Communications 1. Analog 480i/60 d :.. ,., .; �.. •-, C1 a 11 to 1 1 .. ... .. ... ... .. .. .. .3 .. .F .. ... �' C %age 318 Telecommunications Device for the Deaf TDD (479) 521-1316 113 west Mountain - Fayetteville, AR 72701 2. 2 Channel Analog Audio on XLR ii. AT&T U -Verse 1. SD -SDI 480i/60 2. Embedded Audio iii. Granicus 1. HD -SDI 720p/60 2. Embedded Audio b. Fayetteville Public Access Television i. Cox Communications 1. Analog 480i/60 2. 2 Channel Analog Audio on XLR ii. AT&T U -Verse 1. SD -SDI 480i/60 2. Embedded Audio iii. LiveStream 1. SD -SDI 480i/60 2. Embedded Audio 3. Shall have HD -SDI Video Monitoring. Displays and Waveform/Vectorscope/Rasterizer type system for diagnostics of signal. a. City currently has a computer with Blackmagic Ultrascope Card used for display of video signal in Control room. iv. Studio 1. City currently has 2 JVC HM -790 Cameras in Studio Configuration, with CCU's. Proposer shall integrate these camera systems. 2. City has 2 LCD TV's on rolling stands, HDMI input. The City intends to integrate this equipment. 3. City has a speaker system for in studio monitoring. The City intends to integrate this equipment. b. RFP 15-09, City Hall AV Upgrade i. General City Hall Requirements 1. All rooms shall function in a similar or like manner to minimize cross training and citizen usability problems. The City prefers a control system similar to a Crestron system, or equal, which utilizes a touch screen interface with simple controls for Lights, Presentation Systems and the Audio System. ii. Room 326 1. Prioritization of expenditures and performance specifications are as follows: a. Telestration is not required for this room. b. Audio system shall be configured with the goal of having the highest quality sound possible at both the table and the audience sections. L Audio recording's shall be accessible via browser access. ii. Sound re -enforcement will be included in the vendors plans. Speakers shall be relocated from the ceiling to the walls to avoid issues with ceiling mounted microphones. c. Presentation System shall include displays, BYOD and physical hookups i. Large Display/Projector and fixed screen shall be utilized and included .. . , ., ; n 418 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain Fayettevitte, AS 72701 with proposal. Any display shall be viewable with room lights fully on. d. Remote recording light with on/off control shall be included and operated from the TV Center e. Video Systems inclusive of recording and television production i. System shall incorporate three (3) new "1 Beyond PTZ-HQ HD -SDI PTZ or equal cameras. A feed from the presentation system shall be integrated into the recording of events from the room. 1. PTZ cameras with remote positioning and video switching and recording system shall be controlled from TV Center at 101 W. Rock Street. iii. Room 111 1. Prioritization of Expenditures and performance specifications are as follows: a. Telestration is not required for this room. b. Audio system shall be configured with the goal of having the highest quality sound possible at both the table and the audience sections. i. Audio recordings shall be accessible via browser access. c. Presentation System shall include displays, BYOD and physical hookups i. Large Display/Projector and an electronic power driven retractable (to integrate with Crestron, or equal) screen shall be utilized and included with proposal. Any display shall be viewable with room lights fully on. d. Remote recording light with on/off control shall be included and operated from the TV Center e. Video Systems inclusive of recording and television production i. System shall incorporate three (3) new "1 Beyond PTZ-HQ HD -SDI PTZ or equal cameras. A feed from the presentation system shall be integrated into the recording of events from the room. 1. PTZ cameras with remote positioning and video switching and recording system shall be controlled from TV Center at 101 W. Rock Street. iv. Room 219 This room and its systems have the highest priority. The following performance specifications apply: a. Audio System shall be configured for recording, sound re -enforcement, and adjoining second floor mezzanine PA i. Audio system shall be configured to include the highest quality sound possible at the Council Table, Staff Tables and Podium. b. Presentation systems shall include displays, BYOD and physical hookups i. The Council Desk will have 13 computer and associated monitors provided by the City. Proposer shall allow a single output signal to feed the each monitor. There will be a 2 source HDMI switcher (provided by the City) located at each monitor location, to allow for . staff to select the computer output or the output selected by the video switcher. 1. Switchers shall be configured to select either the provided computer feed or a feed from the presentation system ii. Four (4) 65 -inch minimum monitors installed to allow the audience to e 518 Telecommunications Device for the Deaf TDD(479)521-1316 113 VVest Mountain -Fayetteville, AR 72701 view presentations. iii. Minimum 65 -inch video display shall be provided and mounted on the east wall outside of the council chambers. Shall be configured to display Room 219 program feed. c. Video System shall be configured for recording and Television Production. i. System shall incorporate, as specified in the RFP, four (4) new PTZ cameras that are 1080i/59.94 capable and a feed from the presentation system to be integrated into the recording of events from the room. New camera locations at south and north walls. ii. Video switching and recording system shall be controlled from video booth located at floor 2.5. iii. A Ross Crossover 12 Video Switcher (Frame and Panel) is currently owned by the City and available for use in this project configuration. 19. No products shall be provided which are in the process of becoming obsolete or no longer manufactured within the industry. Example: No legacy inventory Sharp products. 20. Proposer shall call out how many network ports are needed in each room/location. 21. The following key items were discussed and are hereby clarified for RFP 15-10, TV Center Studio Upgrade. a. The existing rack/server room located at the TV Center shall not be relocated to the basement. b. The City of Fayetteville desires a solution, which does not include hefty service agreements related to these projects. i. All service agreements related to this scope of work shall be disclosed with proposal. SLA agreements shall be itemized by SLA per project, and included with each RFP response to which is relevant. 1. All maintenance fees or any other ongoing fees shall also be disclosed in the same manner. c. Any network cable (CAT 6) or fiber optic cable needs forth is project shall bed eta i I ed in the proposal and itemized as separate line items. City staff may be able to provide network cable and fiber optic services, depending on the scope of the request. d. Proposer shall coordinate with the City IT Department on all LAN needs. e. City primarily supports Cisco based network switches and network infrastructure. f. Goal for the TV Center during power outage is for safe shutdown. City will provide required uninterruptable power supplies (UPS) based upon recommendation from proposers. g. Downtime has been addressed h. An IP based KVM Switch/Extender is acceptable to the City i. Proposer shall account audio input/output from Whisper Room — Isolation Booth. j. During the Install, both Government Channel and Public Access will stay on air as long as possible, this includes (existing) 2 Leightronix Nexus Controllers, 2 Hard Drive arrays, and any network and video infrastructure necessary. 22. The following key items were discussed and are hereby clarified for RFP 15-09, City Hall AV Upgrade. a. All interested parties should field verify existing conditions. b. See project specifications and priorities related to both projects in this Addendum. c. Proposer shall call out how many network ports needed for each room. d. Room 326 i. Very similar structure to Room 111. ..b... ait ;y {2 F h ....:z' g e 618 Telecommunications Device for the Deaf TDO (*179) 521-1316 113 west Mountain Fayettevilte, AR 72701 ii. Currently struggle with good audio recording in this room. Dead spots exist during meetings where it audio is not picked up by the existing configuration. Final solution shall address this issue. iii. Wireless connection/capability shall display any presentation off any device (BYOD) with no plug-in or physical hook up needed, however a physical hookup will be included for legacy device capability e. It is desired to have a final configuration for a single staff member to run all functionality of this room at the TV Center. f. Room 111 i. Similar setup from Room 326. ii. Feed shall be included from Room 219 as this room is used as an overflow room. iii. Layout of this room can be proposed to be modified for the configuration if necessary. g. Room 219 i. City will be handling electronic voting via PC and is not included in the scope of these two projects. ii. Proposer shall provide all articulating mounts needed for this room and its exterior. iii. Existing columns in this room shall not be modified, drilled or included in configuration for this project. iv. Capability to mute podium shall be included with Room 219 configuration v. Wireless microphone shall be provided and installed with Room 219 configuration for adequate handicap speaker capabilities and access. vi. Record light shall be provided and configured with the Crestron system, if proposed or equal. 1. Record light shall be provided and installed as part of Room 219 configuration. a. Record light shall be controllable from the TV Center b. Record light shall be controllable from the video booth for Room 219 on floor 2.5. vii. Content of the two vertically installed and provided 55" monitors shall be able to display different content by the 2.5 floor control room. 1. Proposer shall provide mounts and center in each space available. City realizes these two spaces are not identical in size. viii. The City will provide and configure all network switching for this project. Each proposer is required to specific network switch requirements and capacity requirements for each room. T ix. The City operates a Cisco network environment, as needed the City will maintain SmartNet maintenance on critical network infrastructure. x. All signals from city hall to be HD in nature; however, City will allow compression/decompression equipment to achieve this goal. Example: Encode to h.264 and then decode to HD-SDl is acceptable. xi. All video signals currently flow from city hall to the TV center, no bi-directional video or audio communication exists at this time. xii. Since the production of meetings in room 219 will be handled in the booth on floor 2.5, headsets and communications gear are not desired. xiii. Currently 2 "Realistic" Speakers are located outside the council chambers so that citizens can hear the proceedings without being in the room, these are to be replaced. a „ 718 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 xiv. Sound bars were discussed; however, the City believes they might not be the best approach to sound reinforcement, and therefore should be avoided unless an alternative solution is not feasible. 23. The following diagram is added to this addendum: Switcher In Out Grid _....._ ..............._....._........ .................. _..... _...... ...... ....... ....... ........ ... __......... ..._. Input Notes Output Notes Camera 1 Program Output Main out for live feed into router Camera 2 Studio Monitor 1 HDM1 TV In studio Camera 3 (Future, to be supplied by City) Studio Monitor 2 HDMI TV In studio DVD Player Need to be converted to SDI Recorder Input Able to record clean feed if necessary from main output. Computer Input Use TV One Box or similar ISO Feed 1 CG Input (Key) ISO Feed 2 CG Input (Fill) ISO Feed 3 Video Server Channel 1 Imany Further Inputs based on how channels video server has 24. The existing network cabling and fiber optic cabling infrastructure is hereby defined: Fiber layout from Meeting Rooms to Cable Room 2191326 Fiber Transmitter 219: 5 total 1 avail �j 111: b total l 1 avail Overall Length: 8 860' 11+ Ground: 24 total 11 avail DMARC 12 total 4 avail 818 Telecommunicat<ons Device for the Deaf TDD (479) 521 1316 113 west Mountain Fayetteville, Ali 72701 ASA HUTCHINSON STATE OF ARKANSAS LEON JONES, JR. GOVERNOR DIRECTOR ARKANSAS DEPARTMENT OF LABOR PREVAILING WAGE DIVISION 10421 WEST MARKHAM • LITTLE ROCK, AR 72205-2190 Phone: 501-682-4536 Fax: 501-682-4506 TRS: 800-285-1131 September 30, 2015 Andrea Foren Rennie City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Re: RFP 15-09, CITY HALL AV UPGRADE FAYETTEVILLE, ARKANSAS WASHINGTON COUNTY Dear Ms. Rennie: In response to your request, enclosed is Arkansas Prevailing Wage Determination Number 15-215 establishing the minimum wage rates to be paid on the above -referenced project. These rates were established pursuant to the Arkansas Prevailing Wage Law, Ark. Code Ann. §§ 22-9-301 to 22-9-315 and the administrative regulations promulgated thereunder. If the work is subject to the Arkansas Prevailing Wage Law, every specification shall include minimum prevailing wage rates for each craft or type of worker as determined by the Arkansas Department of Labor Ark. Code Ann. § 22-9-308 (b) (2). Also, the public body awarding the contract shall cause to be inserted in the contract a stipulation to the effect that not less than the prevailing hourly rate of wages shall be paid to all workers performing work under the contract. Ark. Code Ann. § 22-9-308 (c). Additionally, the scale of wages shall be posted by the contractor in a prominent and easily accessible place at the work site. Ark. Code Ann. § 22-9-309 (a). Also enclosed is a "Statement of Intent to Pay Prevailing Wages" form that should be put in your specifications along with the wage determination. The General/Prime Contractor is responsible for getting this form filled out and returned to this office within 30 days of the Notice to Proceed for this project. office. When you issue the Notice to Proceed for this project, please send a copy of the notice to my If you have any questions, please call me at (501) 682-4536 or fax (501) 682-4506. Sincerely, U ry p Nzu Lorna K. Smith Prevailing Wage Division Enclosures Arkansas Department of Labor Prevailing Wage Determination Date: 9/30/2015 Determination #: 15-215 Expires: 3/30/2016 Project: RFP 15-09, City Hall AV Upgrade Site: City: Fayetteville, Arkansas Project County: Washington Survey#: 715-AR05 COUNTY(S) Group Washington 5 CLASSIFICATION Basic Hourly Rate Fringe Benefits Asbestos Worker/Insulator $13.30 $3.45 Bricklayer/Pointer, Cleaner, Caulker, Stone Mason $21.20 Carpenter $16.15 $2.55 Concrete Finisher/Cement Mason $16.75 Elevator Mechanic $24.30 $12.18 Glazier $14.30 $2.00 HVACR Mechanic (Excludes Duct Work) $16.50 $0.65 Ironworker (Including Reinforcing Work) $12.85 $0.38 Laborer $12.10 Marble/Tile/Terrazzo $12.69 Metal Building Erector $15.50 Millwright $10.85 $1.65 Painter/Sheet Rock Finisher $14.70 Plasterer $13.00 Plumber/Pipefitter $20.65 $1.65 Roofer $15.35 Sheet Metal (Includes Duct Work) $16.20 $1.45 Sprinkler Fitter $20.00 $2.83 Waterproofer $16.30 $1.29 Group 1 - Operator $15.10 $3.40 Group 2 - Operator $18.20 Group 3 - Operator $16.55 Group 4 - Operator $15.50 $2.55 Laborer (Brick/Stone Tender) $13.20 Low Voltage/Alarm Installer $14.00 $2.40 Truck Driver (Excludes Dump Truck) $12.30 Electrician $19.90 $3.40 Welders -receive rate prescribed for craft performing operation to which welding is incidental. Certified 7/3/2015 Classifications that are required, but not listed above, must be requested in writing from the Arkansas Department of Labor, Prevailing Wage Division, Please call (501) 682-4536 for a request form. 9/30/2015 10:45 AM Page 1 of 1 GrourLI Operators engaged in operating the following equipment: Cranes, draglines, shovels and piledrivers with a lifting capacity of 50 tons or over, and operators of all tower climbing cranes and derricks required to work 25 feet or over from the ground, blacksmith and mechanics. Group II Operators engaged in operating the following equipment or performing work relative to the engineer's jurisdiction: Hydraulic cranes, cherry pickers, backhoes, and all derricks with a lifting capacity less than 50 tons, as specified by the manufacturer, all backhoes, tractor or truck type, all overhead & traveling cranes, or tractors with swinging boom attachments, gradealls all above equipment irrespective of motive power, leverman (engineer), hydraulic or bucket dredges, irrespective of size, trackhoes, excavators. Group III Heavy Equipment Operators. Operators engaged in operating the following equipment: all bulldozers, all front end loaders, all sidebooms, skytracks, forklifts, all push tractors, all pull scrapers, all motor graders, all trenching machines, regardless of size or motive power, all backfillers, all central mixing plants, 10S and larger, finishing machines, all boiler fireman high or low pressure, all asphalt spreaders, hydro truck crane, multiple drum hoist, irrespective of motive power, all rotary, cable tool, core drill or churn drill, water well and foundation drilling machines, regardless of size, regardless of motive power and dredge tender operator, asphalt paving machines. Group V Light Equipment Operators. Operators engaged in operating the following equipment: Oilerdriver motor crane, single drum hoists, winches and air tuggers, irrespective of motive power, winch or A frame trucks, rollers of all types and pull tractors, regardless of size, elevator operators inside and outside when used for carrying workmen from floor to floor and handling building material, Lad-A-Vator Conveyor, batch plant, and mortar or concrete mixers, below 10S, end dump euclid, pumperete spray machine and pressure grout machine, air compressors, regardless of size. All light equipment, welding machines, light plants, pumps, all well point system dewatering and portable pumps, space heaters, irrespective of size, and motive power, equipment greaser, oiler, mechanic helper, drilling machine helper, asphalt distributor and like equipment, safety boat operator and deckhand. STATEMENT OF INTENT TO PAY PREVAILING WAGES PROJECT: RFP 15-09, CITY HALL AV UPGRADE FAYETTEVILLE, ARKANSAS WASHINGTON COUNTY This is to certify that we, the following listed contractors, are aware of the wage requirements of the Arkansas Prevailing Wage Law and by signature below indicate our intent to pay no less than the rates established by Arkansas Prevailing Wage Determination Number 15-215 for work performed on the above noted public project. I understand that contractors who violate prevailing wage laws, i.e., incorrect classification/scope of work of workers, improper payments of prevailing wages, etc., are subject to fines and will be required to pay back wages due to workers. Business Name General/Prime Contractor Electrical Subcontractor Mechanical Subcontractor Plumbing Subcontractor Roofing/ Sheet Metal Subcontractor Address Signature and Title Phone# of Business Official THE GENERAL/PRIME CONTRACTOR IS RESPONSIBLE FOR GETTING THIS FORM FILLED OUT AND RETURNING IT TO THE ARKANSAS DEPARTMENT OF LABOR WITHIN 30 DAYS OF THE NOTICE TO PROCEED FOR THIS PROJECT. RETURN COMPLETED FORM TO THE ARKANSAS DEPARTMENT OF LABOR, PREVAILING WAGE DIVISION, 10421 W. MARKHAM, LITTLE ROCK, ARKANSAS, 72205. ASA HUTCHINSON STATE OF ARKANSAS LEON JONES, JR. GOVERNOR - DIRECTOR ARKANSAS DEPARTMENT OF LABOR PREVAILING WAGE DIVISION 10421 WEST MARKHAM • LITTLE ROCK, AR 72205-2190 Phone: 501-682-4536 Fax: 501-682-4506 TRS: 800-285-1131 September 30, 2015 Andrea Foren Rennie City of Fayetteville 113 West Mountain Fayetteville, AR 72.701 Re: RFP 15-10, TV CENTER STUDIO UPGRADE 101 W. ROCK FAYETTEVILLE, ARKANSAS WASHINGTON COUNTY Dear Ms. Rennie: In response to your request, enclosed is Arkansas Prevailing Wage Determination Number 15-214 establishing the minimum wage rates to be paid on the above -referenced project. These rates were established pursuant to the Arkansas Prevailing Wage Law, Ark. Code Ann. §§ 22-9-301 to 22-9-315 and the administrative regulations promulgated thereunder. If the work is subject to the Arkansas Prevailing Wage Law, every specification shall include minimum prevailing wage rates for each craft or type of worker as determined by the Arkansas Department of Labor Ark. Code Ann. § 22-9-308 (b) (2). Also, the public body awarding the contract shall cause to be inserted in the contract a stipulation to the effect that not less than the prevailing hourly rate of wages shall be paid to all workers performing work under the contract. Ark. Code Ann. § 22-9-308 (c). Additionally, the scale of wages shall be posted by the contractor in a prominent and easily accessible place at the work site. Ark. Code Ann. § 22-9-309 (a). Also enclosed is a "Statement of Intent to Pay Prevailing Wages" form that should be put in your specifications along with the wage determination. The General/Prime Contractor is responsible for getting this form filled out and returned to this office within 30 days of the Notice to Proceed for this project. office. When you issue the Notice to Proceed for this project, please send a copy of the notice to my If you have any questions, please call me at (501) 682-4536 or fax (501) 682-4506. Sincerely, Lorna K. Smith Prevailing Wage Division Enclosures Arkansas Department of Labor Prevailing Wage Determination Date: 9/30/2015 Determination #: 15-214 Expires: 3/30/2016 Project: RFP 15-10, TV Center Studio Upgrade Site: 101 W. Rock City: Fayetteville, Arkansas Project County: Washington Survey#: 715-AR05 COUNTY(S) Group Washington 5 CLASSIFICATION Basic Hourly Rate Fringe Benefits Asbestos Worker/Insulator $13.30 $3.45 Bricklayer/ Pointer, Cleaner, Caulker, Stone Mason $21.20 Carpenter $16.15 $2.55 Concrete Finisher/Cement Mason $16.75 Elevator Mechanic $24.30 $12.18 Glazier $14.30 $2.00 HVACR Mechanic (Excludes Duct Work) $16.50 $0.65 Ironworker (Including Reinforcing Work) $12.85 $0.38 Laborer $12.10 Marble/Tile/Terrazzo $12.69 Metal Building Erector $15.50 Millwright $10.85 $1.65 Painter/Sheet Rock Finisher $14.70 Plasterer $13.00 Plumber/Pipefitter $20.65 $1.65 Roofer $15.35 Sheet Metal (Includes Duct Work) $16.20 $1.45 Sprinkler Fitter $20.00 $2.83 Waterproofer $16.30 $1.29 Group 1 - Operator $15.10 $3.40 Group 2 - Operator $18.20 Group 3 - Operator $16.55 Group 4 - Operator $15.50 $2.55 Laborer (Brick/Stone Tender) $13.20 Low Voltage/Alarm Installer $14.00 $2.40 Truck Driver (Excludes Dump Truck) $12.30 Electrician $19.90 $3.40 Welders -receive rate prescribed for craft performing operation to which welding is incidental. Certified 7/3/2015 Classifications that are required, but not listed above, must be requested in writing from the Arkansas Department of Labor, Prevailing Wage Division, Please call (501) 682-4536 for a request form, 9/30/2015 10:40 AM Page 1 of 1 Grouu I Operators engaged in operating the following equipment: Cranes, draglines, shovels and piledrivers with a lifting capacity of 50 tons or over, and operators of all tower climbing cranes and derricks required to work 25 feet or over from the ground, blacksmith and mechanics. Group II Operators engaged in operating the following equipment or performing work relative to the engineer's jurisdiction: Hydraulic cranes, cherry pickers, backhoes, and all derricks with a lifting capacity less than 50 tons, as specified by the manufacturer, all backhoes, tractor or truck type, all overhead & traveling cranes, or tractors with swinging boom attachments, gradealls all above equipment irrespective of motive power, leverman (engineer), hydraulic or bucket dredges, irrespective of size, trackhoes, excavators. Group III Heavy Equipment Operators. Operators engaged in operating the following equipment: all bulldozers, all front end loaders, all sidebooms, skytracks, forklifts, all push tractors, all pull scrapers, all motor graders, all trenching machines, regardless of size or motive power, all backfillers, all central mixing plants, 10S and larger, finishing machines, all boiler fireman high or low pressure, all asphalt spreaders, hydro truck crane, multiple drum hoist, irrespective of motive power, all rotary, cable tool, core drill or churn drill, water well and foundation drilling machines, regardless of size, regardless of motive power and dredge tender operator, asphalt paving machines. Group IV Light Equipment Operators. Operators engaged in operating the following equipment: Oilerdriver motor crane, single drum hoists, winches and air tuggers, irrespective of motive power, winch or A frame trucks, rollers of all types and pull tractors, regardless of size, elevator operators inside and outside when used for carrying workmen from floor to floor and handling building material, Lad-A-Vator Conveyor, batch plant, and mortar or concrete mixers, below 105, end dump euclid, pumperete spray machine and pressure grout machine, air compressors, regardless of size. All light equipment, welding machines, light plants, pumps, all well point system dewatering and portable pumps, space heaters, irrespective of size, and motive power, equipment greaser, oiler, mechanic helper, drilling machine helper, asphalt distributor and like equipment, safety boat operator and deckhand. STATEMENT OF INTENT TO PAY PREVAILING WAGES PROJECT: RFP 15-10, TV CENTER STUDIO UPGRADE 101 W. ROCK FAYETTEVILLE, ARKANSAS WASHINGTON COUNTY This is to certify that we, the following listed contractors, are aware of the wage requirements of the Arkansas Prevailing Wage Law and by signature below indicate our intent to pay no less than the rates established by Arkansas Prevailing Wage Determination Number 15-214 for work performed on the above noted public project. I understand that contractors who violate prevailing wage laws, i.e., incorrect classification/scope of work of workers, improper payments of prevailing wages, etc., are subject to fines and will be required to pay back wages due to workers. Business Name General/Prime Contractor Electrical Subcontractor Mechanical Subcontractor Plumbing Subcontractor Roofing/ Sheet Metal Subcontractor Address Signature and Title Phone# of Business Official THE GENERAL/PRIME CONTRACTOR IS RESPONSIBLE FOR GETTING THIS FORM FILLED OUT AND RETURNING IT TO THE ARKANSAS DEPARTMENT OF LABOR WITHIN 30 DAYS OF THE NOTICE TO PROCEED FOR THIS PROJECT. RETURN COMPLETED FORM TO THE ARKANSAS DEPARTMENT OF LABOR, PREVAILING WAGE DIVISION, 10421 W. MARKHAM, LITTLE ROCK, ARKANSAS, 72205. CITY 4F It a e ev ARKANSAS City of Fayetteville, Arkansas Attendance Sheet BID/RFP/RFQ#: Wo�__C_09 Description: Uki-A 4AC19 AV y U v Function (circleone): Bid Opening, Selection C6mmittee Meetin Pre -Bid terview Date: l / 23 / r'S� Time: �, „0(✓1 Company Title 8 9 10 11 12 13 14 15 16 17 18 19 20 A-, cAl't T'1S. Ir � zti c, t3IS 6, zhe- FleIW 5710 p'e d SzO4 Phone ,295 C(19 -bbq-?,q7_0 S75- Ll (M t�� 7,V-7sl f9�oa 900.130,7,76TIV - 5-U1. 9IS" 5bG Ate', 3d (� #r .24'Aw City staff e-mail includes "@fayetteville-ar.gov" Email /S.Y\ e lczVvlrw -- Q?_ cp,rL( -r- City of Fayetteville, Arkansas Attendance Sheet BID/RFP/RFQ#: W 1_10 Function (circle one) : Bid Opening, Selection Committee Meeting e -Bi rnterview Date: / 9'r'T Time: Ib,,00 A^ 12 13 14 15 16 17 18 19 20 Company Title Phone z l h (qd(e-Lb4-Z4-ZO 5> ice- 5 ioo0 934-� ?c -56c/ 1/ s"Q ZT S 751-I�-06 City staff e-mail includes "@fayetteville-ar.gov" Email JA IR-r�� tai Name 1Wak K.0I 2 3�� 4�/ S IAJtit.l3) V gAJ f s' olj _ 6 W/XO( �S3�rl 7 8 10 Kr�� �- S'r� /�� y��✓d 5 11 12 13 14 15 16 17 18 19 20 Company Title Phone z l h (qd(e-Lb4-Z4-ZO 5> ice- 5 ioo0 934-� ?c -56c/ 1/ s"Q ZT S 751-I�-06 City staff e-mail includes "@fayetteville-ar.gov" Email JA IR-r�� tai CITY OF ay ereviile ARKANSAS City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 Request for Proposal: RFP 15-09, City Hall AV Upgrade DEADLINE: Thursday, October 22, 2015 before 2:00:00 PM, local time PRE -PROPOSAL CONFERENCE: Wednesday, September 23, 2015 at 1:30 PM RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren Rennie, CPPO, CPPB, aforen@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Tuesday, September 15 and 29, 2015 REQUEST FOR PROPOSAL RFP 15-09, City Hall AV Upgrade No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Agent. Name of Firm: Contact Person: E -Mail: Business Address: City: Signature: City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 1 of 22 State: Title: Phone: Date: Zip: City of Fayetteville RFP 15-09, City Hall AV Upgrade Advertisement City of Fayetteville, AR Request for Proposal RFP 15-09, City Hall AV Upgrade The City of Fayetteville, Arkansas, invites qualified vendors to submit responses to its Request for Proposal (RFP) for a consultant to assist with audio visual upgrades to City Hall, located at 113 W. Mountain, Fayetteville, AR 72701. To be considered, sealed proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas, by Thursday, October 22, 2015 before 2:00:00 PM, local time. No late submittals shall be accepted. A non -mandatory pre -proposal conference will be held on Wednesday, September 23, 2015 at 1:30 PM, local time in Room 326 of City Hall. All interested parties are strongly encouraged to attend. The pre -proposal conference will include a tour of all rooms in the scope of the project. The RFP and associated addendums can be downloaded from the City's web site at www.fayetteville-ar.gov. All questions regarding the process should be directed to Andrea Foren Rennie, CPPD, CPPB at aforen@fayetteville-ar.gov or (479)575-8220. All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any interested party because of such rejections, nor shall any interested party seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in response to this invitation shall constitute an agreement of the interested party to these conditions. CITY OF FAYETTEVILLE, AR By: Andrea Foren Rennie, CPPD, CPPB Title: Purchasing Agent Ad date: 09/15/2015 and 09/29/15 City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 2 of 22 City of Fayetteville RFP 15-09, City Hall AV Upgrade SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL INCLUDE: Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements as specified in the Scope of Work. a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost effective manner. b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Statement should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. e. All Proposers shall submit eight (8) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees by the Proposer. f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposer's will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 3 of 22 i. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. j. Proposers shall have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non- negotiable term will not disqualify it from consideration for award. I. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for any items. 4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City reserves the right to select the proposal it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 4 of 22 d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. 5. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 6. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 7. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 8. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide Services to the City". b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the Proposer's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 5 of 22 agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 9. WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 10. LATE PROPOSAL OR MODIFICATIONS: a. Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain, Fayetteville, AR. 11. LOCAL STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 12. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 6 of 22 13. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 14. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. 15. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City. 16. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 18. CERTIFICATE OF INSURANCE: City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 7 of 22 The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 19. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 20. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered .within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 21. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 8 of 22 any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 22. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each item. 23. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bid der's/proposer's/protector's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 24. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 25. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 9 of 22 response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 27. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. d. If products, components, or services other than those described in this bid document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail (aforen@fayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all Proposers to be on equal terms. f. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (afore n@fayetteville- ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. g. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. h. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 10 of 22 and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. L Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to the City of Fayetteville. 28. PERIOD OF CONTRACT: a. Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until complete under the requirements of this RFP. This is not a renewable contract and is project specific based on the encompassed scope of work. In the event of termination, claims for compensation owed the City shall be limited to verifiable serves rendered. Equipment maintenance may be renewed with a separate contract. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 11 of 22 City of Fayetteville RFP 15-09, City Hall AV Upgrade SECTION B: Scope of Services and General Information 1. PURPOSE: The City of Fayetteville, Arkansas desires to create, upgrade and update Audio/Visual presentation and communications systems in City Hall. The rooms are located in the City Administration Building, City Hall, at 113 W. Mountain, Fayetteville, AR 72701. 2. SCOPE OF WORK: While the exact range and extent of services is subject to negotiation, it is anticipated that the selected consultant shall provide, as a minimum, professional services and dedicated personnel necessary to perform the following: a. Complete redesign of all the A/V and presentation systems in City Hall Room 219 (Council Chamber). b. Update and/or upgrade A/V and presentation systems in City Hall Room 326 and City Hall Room 111. c. Integration with television production and broadcast systems currently in place in City Hall. d. Coordination of Nos. 1-3 with Media Services Division. e. Integration and coordination with the Information Technology Division to improve and enhance information exchange and display. f. Integration and coordination with the Facilities Management Division for installation, fabrication and finishing. g. Integration with legislative management systems (Granicus) utilized by the City Clerk. h. Enterprise level solutions to encompass the following functions: L City Council meetings ii. Planning Commission meetings iii. Internal staff events iv. Public Events v. Training and development presentations vi. Teleconferencing events 3. EXISTING CONDITIONS & BACKGROUND: The City of Fayetteville Administration Building (City Hall) is located at 113 W. Mountain Street in Fayetteville, Arkansas. It was built in 1904. It underwent major renovation in 1984 and has had minor renovations every few years since. The building houses three primary meeting rooms that utilize presentation technology: Room 111, Room 219 and Room 326. The audio/visual and presentation systems currently in place in these rooms suffer from many issues: City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 12 of 22 • They are ad hoc in nature • They have not been upgraded in several years • They cannot accommodate current and future presentation and digital technology • There is no consistency or standardization of technology between rooms It is the desire of the City of Fayetteville to update and upgrade the presentation and A/V systems in the rooms listed to broadcast quality audio/visual equipment. This Request for Proposal is for the provision of services for total consulting services, construction, equipment, installation and training for the City Hall A/V and Presentation Technology Upgrade Project. 4. MINIMUM QUALIFICATIONS: Interested parties shall be qualified and properly licensed to provide configuration and Installation and training services for a City Hall A/V and Presentation Technology Upgrade Project. Interested parties are strongly encouraged to attend the pre -proposal conference which includes an on-site assessment. Proposers shall meet the following minimum requirements: a. Certified by the International Communications Industries Association (ICIA). b. In business a minimum of 5 years with references c. Recent, documented experience in configuration and installation of large-scale A/V and presentation systems in municipal and/or government environments. d. Recent, documented experience in integrating A/V and presentation systems with television production and broadcast systems, as well as teleconferencing systems. e. Recent, documented experience in large-scale meeting room configuration and installation. f. Be properly licensed with the Arkansas Contractor's Licensing Board. 5. EXPECTATIONS AND CONTRACT DELIVERABLES: a. Work in coordination with City Staff assigned to oversee the project b. Assist in refining the definition of the scope of the project, if applicable c. Develop and provide timelines for all phases and aspects of the project d. Document the scope of the project, communicating as necessary with all stakeholders including elected officials, City staff and others as necessary e. Conduct a needs assessment focused on A/V and communication needs within the structures and spaces defined in the scope f. Solicit input from all identified stakeholders g. Develop and document a description of functionality to be realized at the completion of the project h. Coordinate project team as necessary to provide contract deliverables I. Configure system installation to accommodate stakeholder needs and existing building architecture j. Develop and document lists of specified equipment (each its own line item) and performance specifications necessary to complete the technical installation k. Provide configuration and installation services to document the installation City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 13 of 22 I. Create and provide conceptual plans and drawings from which final installation documentation may be developed m. Manage equipment acquisition and installation n. Monitor and inspect installation o. Ensure installation is complete to design specifications and City satisfaction p. Provide training in the use of installed equipment for primary stakeholders/users q. Provide after -installation technical support for the use and repair of installed systems as further specified. r. Technical user support shall be available via telephone 7:00am to 10:00pm Central Time, minimum s. Repair support shall be available via telephone Monday through Friday, 7:00am to 10:00pm, minimum t. On-site repair support shall provide 24-hour response for necessary on-site repairs, not inclusive of weekends and holidays u. Contractor to provide the City with all documentation, user manuals, technical manuals and bulletins and documentation of installed configuration for installed equipment v. Contractor to provide the City with as-built/installed plans documenting all aspects of the installation 6. EQUIPMENT SPECIFICATIONS ROOM 219 CITY COUNCIL CHAMBERS: All items bid shall be broadcast quality audio and video components and equipment. a. Video i. Blackmagic ATEM 1 M/E Production Studio 4K Switcher, or equivalent ii. Lenovo PC with 24" or larger touchscreen monitor, or equivalent iii. Two (2) 24" or larger HD monitors (for duplicate multi-view) shall match size of touchscreen on item above, shall be 1920x1080 iv. High-definition, multi -format -capable CG with animation/playback capability with 24" or larger touchscreen monitor v. Blackmagic Hyperdeck Studio Pro 2 recorder, or equivalent vi. Four (4) 1 Beyond StreamCam PTZ HQS cameras (camera controller RM-BR300 supplied by City), or equivalent vii. Standalone HD -capable media player for clip playout viii. Blu-ray player (podium installation) ix. Four (4) 60" HD LED TV monitor (in 219), Vizio E -Series or equal x. Two (2) 55" HD LED TV monitor (in 219), Vizio E -Series or equal xi. One (1) 42" or larger HD LED TV monitor (for exterior 219), Vizio E -Series or equal xii. Multi -TV -monitor router xiii. Remote on/off and control capability of all Room 219 TV monitors (control from both video booth and within 219) xiv. One (1) 55" HD LED TV with serial control, (for Lobby), Vizio E -Series or equal xv. Remote RECORD light on/off solution xvi. One (1) CII Connect Powerwave G2 A/V input panel, or equivalent (podium installation) xvii. Christie Brio Presentation Server, or equivalent xviii. Christie Brio Team+, or equivalent City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 14 of 22 xix. Skype or videoconferencing capability with two-way viewing and switcher feed b. Audio i. Sound reinforcement speaker replacement (interior/exterior 219) ii. Two -zone volume control with two (2) control panel locations (and/or combined with TV monitor control) iii. Bosch CCS 1000 Ultro System with 15 microphones, or equivalent iv. Additional wireless broadcast grade microphone (podium mounted) v. One (1) Vizio SB3820-C6 38" 2.0 Soundbar, or equivalent (for Lobby) 7. EQUIPMENT SPECIFICATIONS, ROOM 111: All items bid shall be broadcast quality audio and video components and equipment. a. Video i. One (1) 42" Full HD Widescreen Multi -touch monitor, LG 42WT30MS-B or equal ii. One (1) 80" Full HD LED Widescreen TV monitor, Sharp LC-80LE65OU Aquos or equal iii. Remote on/off and control capability of all Room 111 TV monitors (within 111) iv. Christie Brio Team, or equivalent v. Skype or videoconferencing capability with two-way viewing and switcher feed vi. One (1) CII Connect Powerwave G2 A/V input box, or equivalent vii. All A/V feeds output to single composite NTSC video feed to rack for TV channel recording, unless upgraded to high definition viii. Remote RECORD light on/off solution ix. High definition replacement solution for Leightronix PolyOptix remote recording/camera control/switching system (optional) x. Three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent b. Audio i. Two (2) ClearOne Beamforming Mic Arrays, or equivalent ii. ClearOne Converge Pro 880 mixer, or equivalent iii. One (1) Vizio 54" S5430w-C2 3.0 Soundbar, or equivalent iv. PA volume control with one (1) control panel location (and/or combined with TV monitor control v. One (1) Vizio SB3820-C6 38" 2.0 Soundbar, or equivalent (for New Accounts Lobby) 8. EQUIPMENT SPECIFICATIONS, ROOM 326: All items bid shall be grade broadcast quality audio and video components and equipment. a. Video i. One (1) 42" Full HD Widescreen Multi -touch TV monitor, LG 42WT30MS-B or equal ii. One (1) 80" Full HD LED Widescreen TV monitor, Sharp LC-80LE65OU Aquos or equal iii. Remote on/off and control capability of all Room 111 TV monitors (within 326) iv. Christie Brio Team, or equivalent v. Skype or videoconferencing capability with two-way viewing and switcher feed vi. One (1) CII Connect Powerwave G2 A/V input box, or equivalent City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 15 of 22 vii. All A/V feeds output to single composite NTSC video feed to rack for TV channel recording unless upgraded to high definition viii. Remote RECORD light on/off solution ix. High definition replacement solution for Leightronix PolyOptix remote recording/camera control/switching system (optional) x. Three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent b. Audio i. Two (2) ClearOne Beamforming Mic Arrays, or equivalent ii. ClearOne Converge Pro 880 mixer, or equivalent iii. One (1) Vizio 54" 55430w -C2 3.0 Soundbar, or equivalent iv. Sound reinforcement speaker replacement 9. PRICING STRUCTURE: Pricing shall be provided in the following format: a. Not to exceed flat rate fee for all professional services requested, including one full year of warranty as specified. This shall include all configuration and installation labor, materials, etc. Proposer may provide detail breakdown; however, all fees shall be presented in a not to exceed format. b. Equipment pricing shall be provided by line item breakdown with pricing for each item, by room. Equipment pricing shall not include any installation fees but shall include any applicable taxes, shipping, etc. c. Yearly maintenance fees for four (4) years, after first year of included warranty, broken down per year. 10. WARRANTY: a. All components of work, including but not limited to all equipment, services performed, workmanship, etc, shall be warranted for 1 year from the date of final project acceptance by the City. b. Warranty on all equipment shall be 1 year from the final date of project acceptance or the manufacturer's standard warranty, whichever isreg ater. c. Successful vendor shall be responsible for warranty administration of the entire system and services provided. d. Warranty shall include all parts, labor, and transportation to and from the location of the warranty administrator. 11. RIGHT TO EQUIPMENT DEDUCTIONS: The City intends on procuring as much as equipment listed in this RFP as possible. However, the City reserves the right to deduct equipment or purchase other/additional equipment proposed from this RFP. In the event all equipment cannot be purchased, the City intends to consider the removal of equipment, from its purchasing intentions, based on the following: a. Room 326 high definition replacement solution for Leightronix PolyOptix remote recording/camera control/switching system. b. Room 326 three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 16 of 22 c. Room 111 high definition replacement solution for Leightronix Poly0ptix remote recording/camera control/switching system d. Room 111 three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent e. Room 326 Two (2) ClearOne Beamforming Mic Arrays, or equivalent f. Room 326 ClearOne Converge Pro 880 mixer, or equivalent g. Room 111 Two (2) ClearOne Beamforming Mic Arrays, or equivalent h. Room 111 ClearOne Converge Pro 880 mixer, or equivalent 12. COOPERATIVE CONTRACT PRICING: The City of Fayetteville is an active participant in a various cooperative contracts including but not limited to US Communities, NJPA, NIPA, TIPS/TAPS, etc. Any items associated with this project which exist on a valid current contract with a cooperative listed above, or another cooperative eligible for participation from the City of Fayetteville, shall be reflected in the pricing provided in the RFP response. 13. PROPOSAL. FORMAT: a. Executive Summary: Prefacing the proposal shall be an Executive Summary of three (3) pages or less, providing in concise terms a summation of the proposal and bearing the signature of an individual authorized to bind the firm. b. Structure of Proposal: Responses shall be organized in the following format and informational sequence: Part I - Business Organization: The proposal shall include relevant historical data and identification of the office or subordinate element which will perform the work contemplated herein. The owners and principal management personnel of the firm shall be identified fully. Part II - Concept and Solution: The respondents understanding of the tasks presented shall be defined in detail and proposed solutions outlined. A description of the firm's strengths in the marketplace should be included. Any restrictions or limitations should be defined. Part III - Program: The respondent's technical plan to accomplish the work shall be presented, including time -related displays, graphs and charts showing tasks, subtasks, milestones, and decision points, including the point at which deliverable reports will be provided. The scope of services should be described in detail. Part IV - Team Personnel: The names and titles of the team proposed for assignment to the City's account shall be identified in full, with a description of team leadership, interface and support function, and reporting relationships, along with individual backgrounds of personnel who will be actively engaged in work related to the account. The primary work assigned to each person and the corresponding amount of time shall be indicated. Part V - Experience: Relevant Public Sector insurance placement and account handling experience and client references shall be presented in detail, with all experience cited to be City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 17 of 22 recent in time and to have been performed, to a considerable degree, by members of the proposed team. For each client reference, the scope of service, time performed, and name, title, address and phone number of the principal contact person should be shown. Part VII - Cost Proposal: The City seeks an all-inclusive, not to exceed cost structure which will allow predictability of fees and accuracy in budget planning. Not to exceed costs for services shall be separated from equipment and offer two cost sections (not to exceed fee for services and equipment costs). Part VIII - Proof of Insurance: Evidence of the respondent's own liability coverage, and Workers' Compensation insurance as required by Arkansas State law shall be submitted prior to award of contract (not required with RFP). The City will pay any builder's risk fees directly via its own insurance company. 14. PROPOSAL CONTENT: Proposals shall be prepared simply and economically, providing a straight forward, concise description its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and clarity of content. All documents should be typewritten on standard 8 %" x 11" white papers and bound in one volume. Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one-page team resumes, references, tab dividers, and forms required by the City for completion. 15. CONTRACT FORMATION: If the negotiation produces mutual agreement, a contract will be considered for approval by the City of Fayetteville City Council. If negotiations with the highest ranking Proposer fail, negotiations may be initiated with the next highest ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end the process without executing a contract. 16. Selection Criteria: The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each proposal submitted is not required to be ranked by the selection committee. The contract may be awarded to the most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection committee. Following the evaluation of the proposals, the Selection Committee may request that the top ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division. 1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, shall be listed with information on their organization. 2) 20% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 18 of 22 3) 20% . Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope) indicating methods and schedules for accomplishing scope of work. Include with this the amount of work presently underway. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, and any other pertinent information. Firm will provide a list of similarjobs performed and person whom the City can contact for information. 5) 20% Cost/Fees: Complete costs and fees as described in this RFP, including a detailed pricing breakdown of all equipment requested. City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 19 of 22 17. ANTICIPATED PROJECT TIMELINE: subject to change Tuesday, September 15, 2015 N/A Advertisement of RFP Tuesday, September 29, 2015 Pre -Proposal Conference (non -mandatory), Wednesday,,September 23 20115 1:30 PM — 4:30 PM Room 326 at City Hall, 113 W. Mountain, , Fayetteville, AR 72701 (will go to each room) Deadline for questions, Via E -Mail to Andrea Friday, October 02, 2015 Midnight Foren Rennie Friday, October 09; 2015 TBD City anticipates issuing final Addendum Thursday,'October 22, 2015 = Before 2:00:00 PM, local time Deadline to submit sealed Proposals Deadline for contract negotiations and Wednesday, November 11, 2015 End of Day contracts, signed by vendor, Deadline to submit vendor signed contract to Friday, November 13 2015 End of Day City Council for approval Tuesday, November 24, 2015 4:30 PM City Council Agenda Session Tuesday, December 01, 2015 5:30 PM City Council Meeting to consider contract City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 20 of 22 City of Fayetteville RFP 15-09, City Hall AV Upgrade SECTION C: Signature Submittal 1. DISCLOSURE INFORMATION Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: Primary Contact: Phone#1 (cell preferred): E -Mail Address: 3. ACKNOWLEDGEMENT OF ADDENDA Title of Primary Contact: hone#2: Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 21 of 22 extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 4. PRICING: Pricing shall be attached as a separate form and shall be inclusive of any and all charges, fees, expenses, etc. 5. DEBARMENT CERTIFICATION: As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME OF COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: PRINTED NAME: PHONE: FAX: E-MAIL: SIGNATURE: TITLE: DATE: City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Page 22 of 22 CITY OF City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain ay revii1e Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 Request for Proposal: RFP 15-10, TV Center Studio Upgrade DEADLINE: Thursday, October 22, 2015 before 2:00:00 PM, local time PRE -PROPOSAL CONFERENCE: Wednesday, September 23, 2015 at 10:00 AM RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren Rennie, CPPD, CPPB, aforen@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Tuesday, September 15 and 29, 2015 REQUEST FOR PROPOSAL RFP 15-10, TV Center Studio Upgrade No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Agent. Name of Firm: Contact Person: E -Mail: Business Address: City: Signature: City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 1 of 23 State: Title: Date: Zip: City of Fayetteville RFP 15-10, TV Center Studio Upgrade Advertisement City of Fayetteville, AR Request for Proposal RFP 15-10, TV Center Studio Upgrade The City of Fayetteville, Arkansas, invites qualified vendors to submit responses to its Request for Proposal (RFP) for a consultant to assist with audio visual upgrades to the TV Center Studio, located at 101 W. Rock St., Fayetteville, AR 72701. To be considered, sealed proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas, by Thursday October 22 2015 before 2:00:00 PM, local time. No late submittals shall be accepted. A non -mandatory pre -proposal conference will be held on Wednesday September 23, 2015 at 10:00 AM, local time at the TV Center, located at 101 W. Rock St. All interested parties are strongly encouraged to attend. The RFP and associated addendums can be downloaded from the City's web site at www.fayetteville-ar.gov. All questions regarding the process should be directed to Andrea Foren Rennie, CPPO, CPPB at aforen@fayetteville-ar.Bov or (479)575-8220. All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any interested party because of such rejections, nor shall any interested party seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in response to this invitation shall constitute an agreement of the interested party to these conditions. CITY OF FAYETTEVILLE, AR By: Andrea Foren Rennie, CPPD, CPPB Title: Purchasing Agent TDD (Telecommunications Device for the Deaf). (479) 521-1316 Ad date: 09/15/2015 and 09/29/15 City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 2 of 23 City of Fayetteville RFP 15-10, TV Center Studio Upgrade SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL INCLUDE: Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements as specified in the Scope of Work. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost effective manner. b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Statement should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. All Proposers shall submit eight (8) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees by the Proposer. f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposer's will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 3 of 23 i. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. j. Proposers shall have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non- negotiable term will not disqualify it from consideration for award. I. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for any items. 4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City reserves the right to select the proposal it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 4 of 23 d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. 5. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 6. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 7. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 8. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide Services to the City". b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the Proposer's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 5 of 23 agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 9. WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 10. LATE PROPOSAL OR MODIFICATIONS: a. Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain, Fayetteville, AR. 11. LOCAL STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 12. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 6 of 23 13. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 14. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. 15. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City. 16. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 7 of 23 18. CERTIFICATE OF INSURANCE: The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 19. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the Cityfor expedited payment processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 20. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 21. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 8 of 23 which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 22. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each item. 23. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 24. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 25. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 9 of 23 form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 27. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. d. If products, components, or services other than those described in this bid document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail (aforen@fayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all Proposers to be on equal terms. f. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen@fayetteville- ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. g. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. h. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 10 of 23 Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to the City of Fayetteville. 28. PERIOD OF CONTRACT: a. Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until complete under the requirements of this RFP. This is not a renewable contract and is project specific based on the encompassed scope of work. In the event of termination, claims for compensation owed the City shall be limited to verifiable serves rendered. Equipment maintenance may be renewed with a separate contract. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 11 of 23 City of Fayetteville RFP 15-10, TV Center Studio Upgrade SECTION B: Scope of Services and General Information MWOU1000 The City of Fayetteville, Arkansas desires to upgrade and update the TV Center Studio, located at 101. W. Rock St., Fayetteville, AR 72701. The City is soliciting sealed proposals from qualified companies to provide consulting, equipment, installation, training and support of a fully integrated, high-definition digital video production system at its television production and telecasting facility. Interested parties are strongly encouraged to attend the pre -proposal conference which includes an on-site assessment. References to City Hall is another building located near the Television Center at 113 W. Mountain, Fayetteville, AR. Audio/visual upgrades and is intended to be completed via a third party contract to Rooms 111, 219 and 326. However, depending on funding situations, additional scope may be brought into this contract. 2. SCOPE OF WORK: a. Telecast and Distribution i. The programming produced at the Television Center is currently distributed in the following ways: 1. Cable television: The City's current cable TV providers are Cox Communications and AT&T U -verse. The video/audio encoding devices are installed in the Master Control Room (MCR) at the Television Center. FGC and FPTV are separate channels on each provider. IPTV (live Web streaming): Each channel has its own video/audio encoder to distribute the channel's programming to a CDN on the Internet for live streaming viewers. These encoders also provide the in-house interface for each channel's VOD service. The streaming services at this time only accommodate SD programming. 3. Video on Demand: Each channel offers VOD service for its programming. Most programming telecast on FGC is automatically encoded and stored by the encoding appliance for that channel. Programming for FPTV is encoded offline and uploaded to the Public Access VOD service. These VOD services at this time only accommodate SD programming. FGC also utilizes YouTube for VOD distribution of certain other programming. This programming is encoded and distributed in HD format. 4. Offline distribution: Programming is output through standalone media encoder software (currently Adobe Media Encoder). Various formats will be output for other distribution needs, such as disc, file transfer or other media. b. Studio Production i. The Studio Production system at this time is primarily comprised of SD analog equipment. There are currently three components of the system that will NOT need replacement: 1. 2 x JVC Hm-790 cameras in studio configuration 2. 1 x AJA Ki Pro Rack recording device City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 12 of 23 ii. All other components will require replacement with HD -SDI equipment. This includes signal routing, audio mixing, on-screen graphics, video switch er/special effects, monitoring, processing and distribution. iii. Some of the initial specifications, further listed, were developed based on the inclusion of the following technology: 1. 2 x Tightrope Media System Cablecast SX2HD-530 and Carousel CG330-SDI 2. Behringer x32 digital studio mixer with Midas preamps 3. Pro Tools digital audio workstation c. Listing of Pre erred Specifications: The City intends for the scope of work to be inclusive of the items listed below; however, the City also realizes the Proposer may offer alternative/multiple solutions based on industry experience. The intent of the specifications listed have been provided for general project guidance. i. General preferred specifications 1. Signal routing for HD -SDI, SD -SDI signals 2. Embedding of audio to SDI signals 3. Up -Down -Cross conversion of SD and HD signals 4. Re -clocking and re -syncing of video and audio to eliminate audio sync issues 5. Loudness control 6. All equipment synced and timed via system -wide sync signals, including black and tri -level sync 7. Central signal routing, with a minimum 32x32 matrix, expandable. Controllable via both network/web interface and dedicated panel. Integration with studio production switcher to allow technical director to remotely control routing. Lockout of individual crosspoints to prevent accidental misrouting of signals. Interface with playout servers. Split signal routing capability. 8. HD monitoring for both technical and visual/audio monitoring 9. Signal processing for individual signals being fed to distribution channels, immediately prior to input into distribution encoder(s) 10. Provision for integration of third -party Web meeting or conferencing, allowing for studio to perform as a webinar hosting facility 11. Single -line telephone interface with audio system 12. Input of PC or Mac display output signals from ad-hoc systems (Le, a laptop) 13. Extended backup power solution for at least the Central Machine Room to combat any power outages 14. Robust surge protection for the Central Machine Room 15. Five (5) Teranex 2D standards converters (one per final channel output) ii. HD -SDI playout server and scheduling system for two channels. Playout system to include: 1. Drag and drop scheduling interface 2. Playback failure fallback 3. Message/bulletin board functionality 4. Program schedule lineup as part of message board 5. Program schedule available as Web page 6. Channel branding City of Fayetteville, AR RFP 15-10, N Center Studio Upgrade Page 13 of 23 7. Remote access 8. Remote notification of playback failure 9. Interface with central signal routing system and file server systems 10. Capability to provide channel branding, info crawl, emergency notification, etc. 11. Minimum 4TB storage capacity per channel for programming iii. Digital audio mixing with the following minimum requirements: 1. 40 -input, 25 -bus digital mixing console 2. 32 mic preamps 3. Motorized faders 4. Integrated audio processing, including compression, expansion, gating, multiband EQ 5. 16 XLR outputs 6. 6 line in/outs 7. Talkback section 8. LCD scribble strips on channels and busses 9. AES output for integration into video SDI signal 10. DAW interface iv. Video Playback Server for production: 1. Output of HD -SDI video/audio to production system 2. Interfaces hardware and software control with production switcher 3. Playback and recording of multiple formats including Apple ProRes v. Graphics system: 1. Template Designer 2. Playout Sequencer 3. 2D/3D Fonts 4. 3D Model support 5. 3D primitives 6. Virtual set and augmented reality support 7. Video clips and dynamic textures 8. Graphical keyframe editor 9. Continuous animations 10. Seamless continuous tickers 11. Live input shader (apply live video to surfaces) 12. Webcam input (Direct5how) support 13. Window capture shader (Web to video) 14. Direct send of animations to switcher Clip store 15..NET/COM automation API 16. Visual Logic & .NET -based 17. Render to disk 18. Still video input grabber 19. Hardware preview 20. Virtual preview 21. High Definition and Standard definition formats 22. Simultaneous Multi -format Output 23. Real-time Up/Down/Aspect conversion City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 14 of 23 24. Project video format conversion 25. Custom resolution video formats (DVI out) 26. Fill/Key Output channels 27. Video input channels for manipulation (DVE) 28. Stereo audio channels for content vi. Studio production video switcher with the following preferred specifications: 1. 2 M/E 2. Effects memory -1 per M/E + Global/100 mems per M/E 3. Input and key source mnemonics 4. 5 keyers per M/E—luma, chroma, shaped, transition, key 5. Clipstore for still and short animations integrated for use in transitions 6. 4 Clipstore outputs 7. 2 pattern generators per M/E 8. Robotic camera control interface 9. Virtual set capability with integration with PTZ encoders on studio cameras 10. 2 multiviewers-16 windows each 11. 4 DVEs 12. 34 GPI/0 13. 34 tallies 14. Removable storage media for configuration and memory registers 15. Reference input—black or tri -level 16. Signal standards 720p, 1080/60i, 1080/60p, 1080p/23.98, 1080/24p, 1080p/29.97, 1080/30p vii. It is the goal to have the core production, processing and distribution systems work with HD -SDI video and digital audio formats.. Therefore, signal conversion will be required and shall be included for external source and distribution points. viii. In the present system, there are four sources of video/audio programming that originate outside the Television Center. These sources are SD analog format. (One source from City Hall Council Chamber is transitioning to HD format in 2015 with a potential for two additional HD -upgraded sources—Room 111 and Room 326.) They will require conversion to HD -SDI at some point before entering the core system. It is preferred that conversions be made at the Television Center to provide for more centralized control and management. ix. Distribution of video/audio signals to selected points outside the core system also will require conversion. Currently, SD analog video/audio is provided to digital encoders for Cox Cable, AT&T U -verse, Granicus and LiveStream. Each encoder may be upgradeable to SD -SDI or HD -SDI, depending on the network. That will be determined in consultation with individual distributors. It will be necessary to convert the primary programming feed to each network encoder independently and as required. d. Master Control Room (MCR) Relocation i. The Master Control Room is currently located adjacent to the studio. This Television Center Facility Digital Upgrade is to include relocating the MCR and its associated equipment, upgraded equipment and any additional equipment to the Television City of Fayetteville, AR RFP 15-10, N Center Studio Upgrade Page 15 of 23 Center's climate -controlled basement. This will include all necessary cabling and cable re- routing to facilitate the relocation. e. Additional Upgrade Components i. Room 111 high definition replacement solution for Leightronix PolyOptix remote recording/camera control/switching system ii. Room 111 three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent iii. Room 326 high definition replacement solution for Leightronix PolyOptix remote recording/camera control/switching system iv. Room 326 three (3) 1 Beyond StreamCam PTZ HQS cameras, or equivalent v. Room 111 Two (2) ClearOne Beamforming Mic Arrays, or equivalent vi. Room 111 ClearOne Converge Pro 880 mixer, or equivalent vii. Room 326 Two (2) ClearOne Beamforming Mic Arrays, or equivalent viii. Room 326 ClearOne Converge Pro 880 mixer, or equivalent ix. 16 -channel (minimum) DMX studio lighting dimmer system with console and/or GUI control interface 3. EXISTING CONDITIONS & BACKGROUND: The City of Fayetteville Television Center is the home for the operations of the Fayetteville Government Channel (FGC) and Fayetteville Public Access Television (FPTV). Each of these television production and telecasting operations share the facility for administration, production and telecasting. Both channels distribute programming 24/7/365 on individual cable channels, IPTV (live Web streaming) and Video - on -demand (VOD) services. The production facilities are a hybrid of high definition (HD) and standard definition (SD) systems. The postproduction/editing systems are Mac Pro computers with Adobe CC suite software. The standard editing format is 1920x1080p HD. The output of any particular production is dictated by its final distribution. The studio production system already includes two HD -SDI cameras and HD -SDI recording, but is limited by the hybrid Serial Digital Interface (SDI)/analog SD video switcher, analog SD graphics and routing; as well as the analog audio system. Currently, the automated playout and distribution systems are comprised of analog SD video/audio routing and processing components. The playback systems are file -based, SD analog video/audio systems, and the archive systems are DVD storage. The goal of the City of Fayetteville television operations management is to upgrade and replace necessary elements of the current production and telecast systems at the Television Center to create and integrated HD -SDI core system, while still providing for the use and management of SD programming content. The Television Center operations include three distinct systems: Telecast and Distribution Studio Production Postproduction City of Fayetteville, AR RFP 15-10, N Center Studio Upgrade Page 16 of 23 All these systems interact and interconnect on some level. The scope of this project includes the Telecast and Distribution and Studio Production systems. Postproduction will output final files in appropriate formats for the use of the other two systems. 4. MINIMUM QUALIFICATIONS: Interested parties shall be qualified and properly licensed to provide configuration and Installation and training services for a City Hall A/V and Presentation Technology Upgrade Project. Interested parties are strongly encouraged to attend the pre -proposal conference which includes an on-site assessment. Proposers shall meet the following minimum requirements: a. Certification by the International Communications Industries Association (ICIA) is strongly preferred but not required. b. In business a minimum of 5 years with references c. Recent, documented experience in design and engineering of large-scale television broadcast/telecast systems in a studio environment. d. Be properly licensed with the Arkansas Contractor's Licensing Board 5. EXPECTATIONS AND CONTRACT DELIVERABLES: a. Work in coordination with City Staff assigned to oversee the project b. Assist in refining the definition of the scope of the project, if applicable c. Develop and provide timelines for all phases and aspects of the project d. Document the scope of the project, communicating as necessary with all stakeholders including elected officials, City staff and others as necessary e. Conduct a needs assessment focused on A/V and communication needs within the structures and spaces defined in the scope f. Solicit input from all identified stakeholders g. Develop and document a description of functionality to be realized at the completion of the project h. Coordinate project team as necessary to provide contract deliverables I. Configure system installation to accommodate stakeholder needs and existing building architecture j. Develop and document lists of specified equipment (each its own line item) and performance specifications necessary to complete the technical installation k. Provide configuration and installation services to document the installation I. Create and provide conceptual plans and drawings from which final installation documentation may be developed m. Manage equipment acquisition and installation n. Monitor and inspect installation o. Ensure installation is complete to design specifications and City satisfaction p. Provide training in the use of installed equipment for primary stakeholders/users City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 17 of 23 q. Provide after -installation technical support for the use and repair of installed systems as further specified. r. Technical user support shall be available via telephone 7:00am to 10:00pm Central Time, minimum s. Repair support shall be available via telephone Monday through Friday, 7:00am to 10:00pm, minimum t. On-site repair support shall provide 24-hour response for necessary on-site repairs, not inclusive of weekends and holidays u. Contractor to provide the City with all documentation, user manuals, technical manuals and bulletins and documentation of installed configuration for installed equipment v. Contractor to provide the City with as-built/installed plans documenting all aspects of the installation 6. PRICING STRUCTURE: Pricing shall be provided in the following format: a. Not to exceed flat rate fee for all professional services requested, including one full year of warranty as specified. This shall include all configuration and installation labor, materials, etc. Proposer may provide detail breakdown; however, all fees shall be presented in a not to exceed format. b. Equipment pricing shall be provided by line item breakdown with pricing for each item, by room. Equipment pricing shall not include any installation fees but shall include any applicable taxes, shipping, etc. c. Yearly maintenance fees for four (4) years, after first year of included warranty, broken down per year. 7. WARRANTY: a. All components of work, including but not limited to all equipment, services performed, workmanship, etc. shall be warranted for 1 year from the date of final project acceptance by the City. b. Warranty on all equipment shall be 1 year from the final date of project acceptance or the manufacturer's standard warranty, whichever is greater. c. Successful vendor shall be responsible for warranty administration of the entire system and services provided. d. Warranty shall include all parts, labor, and transportation to and from the location of the warranty administrator. 8. COOPERATIVE CONTRACT PRICING: The City of Fayetteville is an active participant in a various cooperative contracts including but not limited to US Communities, NJPA, NIPA, TIPS/TAPS, etc. Any items associated with this project which exist on a valid current contract with a cooperative listed above, or another cooperative eligible for participation from the City of Fayetteville, shall be reflected in the pricing provided in the RFP response. 9. PROPOSAL FORMAT: City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 18 of 23 a. Executive Summary: Prefacing the proposal shall bean Executive Summary of three (3) pages or less, providing in concise terms a summation of the proposal and bearing the signature of an individual authorized to bind the firm. b. Structure of Proposal: Responses shall be organized in the following format and informational sequence: Part I - Business Organization: The proposal shall include relevant historical data and identification of the office or subordinate element which will perform the work contemplated herein. The owners and principal management personnel of the firm shall be identified fully. Part II - Concept and Solution: The respondents understanding of the tasks presented shall be defined in detail and proposed solutions outlined. A description of the firm's strengths in the marketplace should be included. Any restrictions or limitations should be defined. Part III - Program: The respondent's technical plan to accomplish the work shall be presented, including time -related displays, graphs and charts showing tasks, subtasks, milestones, and decision points, including the point at which deliverable reports will be provided. The scope of services should be described in detail. Part IV -Team Personnel: The names and titles of the team proposed for assignment to the City's account shall be identified in full, with a description of team leadership, interface and support function, and reporting relationships, along with individual backgrounds of personnel who will be actively engaged in work related to the account. The primary work assigned to each person and the corresponding amount of time shall be indicated. Part V - Experience: Relevant Public Sector insurance placement and account handling experience and .client references shall be presented in detail,. with all experience cited to be recent in time and to have been performed, to a considerable degree, by members of the proposed team. For each client reference, the scope of service, time performed, and name, title, address and phone number of the principal contact person should be shown. Part VII - Cost Proposal: The City seeks an all-inclusive, not to exceed cost structure which will allow predictability of fees and accuracy in budget planning. Not to exceed costs for services shall be separated from equipment and offer two cost sections (not to exceed fee for services and equipment costs). Part VIII - Proof of Insurance: Evidence of the respondent's own liability coverage, and Workers' Compensation insurance as required by Arkansas State law shall be submitted prior to award of contract (not required with RFP). The City will pay any builder's risk fees directly via its own insurance company. 10. PROPOSAL CONTENT: Proposals shall be prepared simply and economically, providing a straight forward, concise description its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 19 of 23 clarity of content. All documents should be typewritten on standard 8 %" x 11" white papers and bound in one volume. Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one-page team resumes, references, tab dividers, and forms required by the City for completion. 11. CONTRACT FORMATION: If the negotiation produces mutual agreement, a contract will be considered for approval by the City of Fayetteville City Council. If negotiations with the highest ranking Proposer fail, negotiations may be initiated with the next highest ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end the process without executing a contract. 12. Selection Criteria: The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each proposal submitted is not required to be ranked by the selection committee. The contract may be awarded to the most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection committee. Following the evaluation of the proposals, the Selection Committee may request that the top ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division. 1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, shall be listed with information on their organization. 2) 20% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. 3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope) indicating methods and schedules for accomplishing scope of work. Include with this the amount of work presently underway. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom the City can contact for information. 5) 20% Cost/Fees: Complete costs and fees as described in this RFP, including a detailed pricing breakdown of all equipment requested. City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 20 of 23 13. ANTICIPATED PROJECT TIMELINE: subject to change ent of RFP Wednesday, Noverii�ber 11,,'2Q15 .-End.of Day, - vcauinc " 'Wim a�g ncgvua�ivuo auu contracts signed by vendor Friday, November 13,.201,5' En'd': 'of Day. 'Deadline to submit vendor signed contract to "City Council for approval Tuesday, November 24, 2015 4:30 'PM City Council Agenda Session Tuesday, December 01, 2015 5:30 PM, Gity Council Meeting to consider contract City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 21 of 23 City of Fayetteville RFP 15-09, City Hall AV Upgrade SECTION C: Signature Submittal 1. DISCLOSURE INFORMATION Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: Primary Contact: Phone#1 (cell preferred): E -Mail Address: 3. ACKNOWLEDGEMENT OF ADDENDA Title of Primary Contact: Phone#2: Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Page 22 of 23 extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 4. PRICING: Pricing shall be attached as a separate form and shall be inclusive of any and all charges, fees, expenses, etc. 5. DEBARMENT CERTIFICATION: As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME OF COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: PRINTED NAME: PHONE: FAX: E-MAIL: SIGNATURE: TITLE: DATE: City of Fayetteville, AR RFP 15-10, N Center Studio Upgrade Page 23 of 23 BROADCAST! ELEICTRONIC ENGINECER I N G 5507 Geyer Springs Rd Little Rock, AR 72209 866.4K4535 - fieldshop.com Date of Incorporation: September 1990 Arkansas State Contractor License ID # 10877 Broadcast Television, Education, House of Worship, Television Production Services We Offer - Consultation -Service and Repair -Vendor Partnerships - System Design - Construction Projects - Equipment Sales - Project Management - Configuration and Testing -Training - System Integration - Quality Assurance - Installation - Custom Equipment Design Company Qualification Statement FEW SHOP OurTechnicai Staff - Paz Reed, Director of Engineering Pat has 45 years of experience in the broadcast industry. He is Founding Ownerot"The Field Shop. His education focus is in hardware design for Digital Electronics a€.d Computer Science. Pat is Licensed by the ECC and has several professiona iT certifications. Pat provides expertise in systern design and Project Nlanagment. - Sean Harper, System Engineer Sean is our company President. He has over _35 years of e:xperierice in the broadcast: industry. Sean's education focus is in business and tae has several certifications from manufacturers in the broadcast industry. Sean has provided engineering services for companies such as, -Fox sports, CBS Sports, and ESPN. Kris Reed, System Engineer Kris who is also our GeneralManager has 10 years of experience in the broadcast industry. His education includes a computer science background, with several professional IT certifications, iris is the main design engineer for our makShare Server systems and has provided on-site engineering for customers such as NEL Network. Jones Mobile Television HD Integration The Jones Mobile HD project involved The Field Shop consulting to produce a budget proposal. Once underway TFS provided Project Management, Equipment Procurement, Integration Specifications, Installation of Equipment and Wiring, SystemTesting, and Training. - University of Arkansas Student Media UATV Station The Field Shop created an HD Upgrade proposal to fit a fixed budget. This proposal included The Field Shop providing Project Management and complete System integration. This system included a total rework of the UATV Control Room, Studio, and Equipment Room, completed on time and on budget. Fayetteville High School HD Broadcast System The Field Shop was awarded the Fayetteville Nigh School ProjE through a competitive bid process. Providing Control Room Integration to the new TV Studio, Basketball Arena and other facilities On campus. integration inciuded Scheduled prograil'iti ing playout to Cox Cable, AT&T Uverse and Live5tream. Company Qualification Statement FM%OP A Z :Ai. k T R' f4 -4 i R ; N Project Experience (continued) - Ouachita Baptist University Communications Department Ouachita Baptist University required updating the existing television department to an HDTV system that would be located in a newly renovated location. The Field Shop provided design and construction services for the TV Studio (including lighting grid), Control Room and Classroom integration to The Field Shop's makShare Shared Storage Media Server System. The Field Shop, Inc. is a leader in broadcast, professional audio/video equipment solutions and system design. We have been in business 25 years and are at the forefront of technology in our industry. We have a desire to do things right and a passion to push technology to the limits. This is why we remain on the leading edge of the broadcast industry and continue to offer innovative solutions to our customers. -Insurance • General Liability -.Automobile Liability - Workers Comp - Financial References - Bank Insurance and Bonding $1 million per occurrence $2 million aggregate $1 million per occurrence $100,000 each employee Regions Bank 8411 Interstate 30 Little Rock, AR 72201 501.570.8353 Brown & Brown insurance 2120 Riverfront Drive, Suite 200 Little Rock, AR 72202 501,372.2232 5507 Geyer Springs Rd Little Rock, AR 72209 $66.400.4535 - fieldshop.corn Recent Projects University of Arkansas Pryor Center for Oral and Visual History Broadcast and AN System design and integration. Media Server System design and install. Pulaski Heights United Methodist Church New HID Broadcast system for the Television Ministry. - Beech Street First Baptist Church New HID Broadcast system for the Television Ministry. - North Little Rock High School New HID broadcast system with studio design and media server system. - Lakeside High School Installation of new media server system for large iMac video editing lab. - Arkansas Farm Bureau Installation of video distribution and editing systems, with custom sound booth and audio equipment. _,....., FIELD -2 OP ID: DS , Corr ►_ CERTIFICATE OF LIABILITY INSURANCE DATE(MM,DDNY") 10120/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTENT) OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER{S}, AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER RAbfiE CT C. TimWhite '. Brown $ Brown Insurance PHONE_ 2124 Riverfront Dr, Suite 244 stc`f,o,,Exty 501-372-2232 Ma rc. Hop, 501-.37-2-7-6-2-34— .... .. .. .- ._......9 EE Little Rock, AR 72242 ADDRODREss - ......... Phomas Mathias _ ............ . _.. INS . URED The Field Shop, Inc Sean Harper 5507 Geyer Springs Rd, Little Rock, AR 72209 INSURER(S) AFFORDING COVERAGE A:American Economy Ins.. Co. 19894 ........ C : __ E: ......... ..... ......... . F: Or_%/IQIn$d Till IRAlzGA• THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERT`FICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXE i US -ONS AS�E3 CC3NLFITiONS OF SUCH POLICIES €MITS SHOWN MAY HAVE BEEN REDUCED BY PRIG CLAIMS U ....................... ......... ... IINSR';..-.._._-_._....... ...._...-. . _ - LIMITS LTR TYPE OF INSURANCE POLICY NUMBER ! MtidDDtYYYY MWDDtYYYY i ' A X COMMERCIAL GENERAL LEABILtTY' r EACH OC URREN FE 3 1;440,(10 CLAW -,MADE X OCCUR 02SP8387197 49?01}2415 49tU112416 [ -Rsiur a €iEt F E cS.,Ea c : er; e, _�.._ 1 444 44 a 14,44 ' MED tx*,'wr. t� w .: ... ... .. ........ ...... .. . .... ... ..........................._ PERSONAL. 8 AVV INJURY '; $ ... .._._. ...... ,. ..._ _....... __..............._.. a�C4 L A4CicEG ITE LIA1`. APPLES PER : :. - GENERAL AGGREGAi E..... $ -_ .. 2,444,44 ...__: PDL;;, r t4i d,: _.,_.: PROWJCTS - Lr P qP a .-.. 2,000 ,44 ... . .,: DTHER .I CObdE tvE;3 SINGLE i €ham g 1,444 44 AUTOMOBILE LIABILITY - f...L_,, i"LF 5.... _.. - ........... _ ........_.. ....._ A ANY AUTO p2Bi�8387197 � 47914112015' 49/41/2416 ; BODILY INJURY r a ...................... ....... ................. ..... r , AaI, OANED ; SCHEDULED : BODILY INJURY'Per aoc„d M ` S .G XAUTOS z w Ur- i N GWNEq_..— X fROP�-P'I CAf4AGE } € ...i�J ACITOS • AUTOS F 3 i a __... E. UMSRELLAtEAe u^GCUR ! EAC40CCURR NCE S EXCESS LAAO -CLAIMS-MASE. � '' ... � AGGREGAYE- _ Orb - trEirivTlONS - s . V#ORAERs COMPENSATION ? PER ; tDTH- STAT€ TE :, F ' AND EMPLOYERS UABltiTY Y,N A ap Ps T P ARTVct= rCi'Tv c r 42 -WC -554337-$4 4914112415;49141 12 4 1 6 ...._ ... £L EACH ACCtq N 94}}44 X,CLJt.wC7 {Maladstory in Nati `"""._ C t ISEASE.. CA MPLOYEE ...- ` ,.._..._-.._...- 100,00 _.. r >as�a e -. � .MON?10 IEiAVONSbe:�;v Dj�I �E..4. DISEASE FE3..l,;Y„ MlT i W 544,44 DESCRIPno OF OPERAVONS ; LOCATIONS t VEHICLES (ACORD 101, Additional Remarks Schedvia, may be attached it more space is roquired) i i i City of Fayetteville 113 West Mountain Fayetteville, AR 72701 CITYOFA J IjJ SHflt1Lt} ANY OF THE ABOVE 17ESGRIBED POLICIES 8E CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Thomas Mathias ®r 1888-2414 ACORD CORPORATION. All rights reserved. ACORD 25 (2414/41) The ACORD name and logo are registered marks of ACORD Concept and Solution for City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Room 212- Gitj-C--o-u-n-ci-Ijah-@-mb—ers: The equipment listed on proposal 1322861 for room 219 is specified to allow the functionality and meet the requirements requested by the City of Fayetteville. The system includes 4 HID PTZ cameras with switching, video/clip playback, graphics, and recording. We specified a PTZ camera system that is controllable via IP to allow control from any location on the network. The video/clip playback will play videos, still images, and other files for display in the camber or on air. The graphics system is identical to the system proposed in the TV center upgrade to maintain consistency and ease of operation. The Ki Pro recording system will create a high quality file that can be transferred from the Ki Pro over the network. The "on air" recording light is provided. Feeds to the council member displays and displays hanging in the audience area are provided. The control system specified will allow control of the system from an iPad in the room or any computer on the same network. On/off functionality of the displays, volume control of sound, and selection of the video source to the screens are all features of the control system. Sound reinforcement for the room will be updated, including sound outside the council chambers entrance. Wireless presentation will be possible with the Christie Brio Team+ system, which seamlessly integrates with both iOS and Android devices. Skype and teleconferencing systems are also included for added flexibility of the room. MORMW—AM The equipment listed on proposal 1322861 for room 111 is specified to allow the functionality and meet the requirements requested by the City of Fayetteville. The system includes 3 HD PTZ cameras with switching, and recording. The Ki Pro recording system will create a high quality file that can be transferred from the Ki Pro over the network. The video system is designed to be controllable from the edit suites in the TV center. We specified a PTZ camera system that is controllable via IP to allow control from any location on the network. The "on air" recording light is provided. The control system specified will allow control of the system from an iPad in the room or any computer on the same network. On/off functionality of the displays, volume control of sound, and selection of the video source to the screens are all features of the control system. Sound reinforcement for the room will be updated. Wireless presentation will be possible with the Christie Brio Team system, which seamlessly integrates with both iOS and Android devices. Skype and teleconferencing systems are also included for added flexibility of the room. Page 1 of 2 Concept and Solution for City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Room 326, Meeting Room: The equipment listed on proposal 1322861 for room 326 is specified to allow the functionality and meet the requirements requested by the City of Fayetteville. The system includes 3 HID PTZ cameras with switching, and recording. The Ki Pro recording system will create a high quality file that can be transferred from the Ki Pro over the network- The video system is designed to be controllable from the edit suites in the TV center. We specified a PTZ camera system that is controllable via IP to allow control from any location on the network. The "on air" recording light is provided. The control system specified will allow control of the system from an iPad in the room or any computer on the same network. On/off functionality of the displays, volume control of sound, and selection of the video source to the screens are all features of the control system. Sound reinforcement for the room will be updated. Wireless presentation will be possible with the Christie Brio Team system, which seamlessly integrates with both iOS and Android devices. Skype and teleconferencing systems are also included for added flexibility of the room. Network Specifications for City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Room 219, City Council Chamber -s: - 24 -port unmanaged gigabit network switch, LAN access - Wireless access point for local control network - 24 -port unmanaged gigabit network switch, LAN access - Wireless access point for local control network - 24 -port unmanaged gigabit network switch, LAN access - Wireless access point for local control network All network devices need to be accessible from the TV center, The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-5883126 www.fieldshop.com Proposal Number 132286 -1 10/20/2015 Proposal For City of Fayetteville Television 101 W Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fteldshop.com 501-565-9673 ext 20 I Item # I Qnty JEquipment Description ptilon I Cost I Extended Cost, I Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 11 Room 219 Council Chamber I I Blackmagic Design ATEM I M/E Production Studio $2295.00 $2295.00 4K ATEM 1 M/E Production Studio 4K 2 1 Lenovo C50 $789,00 $789.00 24" Alkin-One Touch Screen Computer - Intel Core 6 6 -520OU 2.20 GHz - Desktop, 8GB Memory 3 2 Samsung 32 -inch LED LCD $295.00 $590,00 32 -inch LED LCD Display 4 1 MagicSoft MagicSoft CG $2049.00 $2049.00 HD Character Generator Software for PC 5 1 Field Shop Graphics PC $4995.00 $4995,00 Graphics PC Workstation, Intel Quad -Core Processor, 32GB Memory, 1TB SSD, NVIDIA Graphics with 4GB GDDR5. Blackmagic Decklink 4K Extreme PCle Card 6 1 Samsung 24 -inch LED LCD $295.00 $295.00 24 -inch LED LCD Display, 1920x1200 7 1 AJA Video Ki Pro Rack $3349,00 $3349,00 Rackmount file -based recorder/player, with ProRes 422 and DNxHD includes: 2 x AC Power Cords 8 2 AJAVideo KI-STOR1000-USB $415.00 $830,00 1TB Storage Module for Ki Pro with USB3 Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 11 Proposal Number 132286 -1 LD SHOP FIE Taxes and shipping not included. Prices good for 3Odays and are subject tnchange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc. IN A 4 Panasonic AW-HE40SN S345008 $13800,00 HD/SD PTZCam wXSO|out, 38xOptical Zoom, {PVideo PVVVand Control 10 1 Panasonic AVVRP50NJ $1895,00 $1895 ,00 Compact Remote Camera Controller, |Pwith Presets 11 1 Field Shop SoftronMedia Player $3449�80 $3449,00 Single -Channel Media Player, SnftronUnTheAirVideo Exp/ess, Apple K8ao K8ini, B|ochmagioU|tnaStudio4K. LCD Diop|ay, Keyboard and Mouse 12 1 OVVC Thunder8ay4mini RAID $749,00 $74000 4T8Portable 4-BayRAID External Drive 13 1 JVC SR-HD2700OG $3125,00 G312500 Professional BLU -RAY DISC Player 14 4 Vizio 65'innhLED LCD $999,00 $399600 E'GaheaO5''LED LCD Display 15 4 Viz|o 55-inohLED LCD $629�00 S251600 E'Sehes55''LED LCD Display 6$149.00 Tripp -Lite LCD VVaU[Noont $148OO S1�g2OO TVWall Monitor Mount Swivel Tilt 37''-7O^Flat Screen 165 |bLoad Capacity ' Metal -Black 17 1 B|aokmagiuDanign Smart Videohuh2Ux2U $1795.00 S179500 Smart V1deohub20x28Video Router 18 1 Aurora OXC-44 $890.00 $899-00 Quad Core |PControl System w/4-Saria|,4'|R'4-Re|ay.4' 0 Aurora DXVV'3E'B $849�00 $849,00 3 Input HDBoseTVVaU P}atew,/Ethernet. (Diwp|ayPort. VGA 8HON1�)'33O'CATExtender 20 1 Aurora QXE-CAT-RX2 $326.00 $32500 HDM| HDBaaeTReceiver module up to 330ft Taxes and shipping not included. Prices good for 3Odays and are subject tnchange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc. IN SHOPProposal Number 132286 —1tem # Onty E quipment Description Cost Extended Cost 21 2 Apple iPadMmi G26900 $53800 iPad M1ni18GB 22 v Xanhaoh 78144 $59.00 $59-00 One Zone Ten Source Amplified Connecting Block, |R Splitter 23 1 KnamerVP'771 $219580 S2195.00 8-InputPnoSoo|ePresentation 8wib:her/8ua|erwith HD/SDI 24 1 Bosch CCS 1OOOD $1155.00 $1195.80 CCGD'CURDControl Unit with Built-in MP3 Recording 26 15 Bosch CCSD'DL $325,00 $4875,00 Discussion Device Long 26 1 NmmTek Talk Show $2995�00 S2095,00 1RUSkvpeTX/RX System with H[VSDi 27 2 (]SC CX382V $890.00 S1788,00 2'channe|7UVAmplifier 28 B USC AC -SST $105.00 $630,00 S.5^two-way loudspeaker with 7U/10UVtransformer 29 1 Chho5m BhoTesm+ $4695.00 S4695.00 Wireless Presentation System 30 2 Kramer VM -16H $86900 $1718,00 1x18HDK8|DA 31 2 Aurora D}DOJc $2295.00 S4E9080 Video wall processor, Rotation Engine, Scaler 32 1 Aurora 8RK'1 $85�00 $85�00 Dual Rack Mount for D|DO 33 4 Aurora DXE-CAT-S1 8459�00 $183600 HQKA|HDBeoeTExtender Kit TX/RX 230`'iO80P8Ohz 34 1 Sennheisor EVV13583-A $525,00 $525,00 Wireless Handheld Microphone System Taxes and shipping not included. Prices good for 8Odays and are subject tuchange, This quote cannot beused asbid specifications vvithVutthe expressed written permission ofThe Field Shop, Inc. t., Proposal Number 132286 —1 T W, LD SHOP item Onty rEquipment Description 35 1 Sandies Studio Recording Light $80.00 $80.00 Studio Recording Light ' RECORDING 11UVAC 36 1 Mu0dyne HD'3520-TX-22-ST Si 759,00 3!758O0 HD'3520Transmitter, 2mu|hmodmfiber operation, ST connectors 37 1 &1u|tidyne HD'3520'RX-22'ST S1759�08 $17%00 HO-352DReceiver, 2mu}hmodmfiber operation, sT connectors 38 2 yNu|bdyne HO-D/g'A35 8110.00 $220,00 Data Only Screw Terminal Diving Board Adapter for HD- 35xxseries 38 1 JK Audio JKA-|pBX 845900 $469�00 Innkeeper PBX Desktop Digital Hybrid 40 2 ART C|eonboxPro $84�8U $128,00 ART C|emnbmxPro Channel Level Converter, Ba|auced8Jnbalanced 41 2 Kname/VM-5UAN 3188,00 $378.00 1x5Analog Audio DA 42 1 Shure SCK0410 $685,80 S885,00 4'Chunre|Digital |n0aUiW1ixAutomatic Mixer 43 4 B|aukmagkcDeoign SDI hoHDKU|Converter S184,80 $736,00 SDI hzHOK4|Converter Meeting Room I 11 44 1 Sharp O0-inchLED LCD 80 -inch LED LCD Display 4K UHD Taxes and shipping notincudwd. Prices good for 3Odays and are subject hnchange. This quote cannot beused msbid specifications without the expressed written permission ofThe Field Shop, Inc. $3995.00 S3995.00 4 Proposal Number 132286 —1 �� Taxes and shipping not|nduded. Prices good for 3Odays and are subject b)change. This quote cannot bgused asbid specifications without the expressed written permission of The Field Qhop, Inc. 5 45 1 Chief Mounts PNR $48000 $480.00 Universal Mount with 25~Extension. 17degree down tilt. 46 i Aunnns QXC-44 $890,00 $899,80 Quad Core |PControl System w/4'Seriui4'/R,4'Re|ay.4' |D 47 i Aurora DXW­3E-B $84900 $849�00 3 Input HD8oseTWall Plate w/Ethernet'(DiaplayPurt.VGA &HDyN}} 330'CATExtender 48 1 Aurora DXE-CAT-RX2 $326�00 $326.00 HDW1|H0BaaeTReceiver module opho33OA 49 2 Apple 1PadKAini $269�00 $538�00 iPadMini 16GB 50 1 iPod iPadMini Mount $249�00 $249,00 |portControl Mount for iPadMini 51 1 Christie Brio Team $2695.00 $2805,80 Wireless Presentation System 52 1 NewTek Talk Show $289500 $2895.80 1RUSkypoTX/RX System with HOYS0 53 1 3endien Studio Recording Light $80.00 $80,00 Studio Recording Light ' RECORDING 11QVAC 54 2 Shure SCK0820 $1505,80 $3190.00 8 -Channel Digital InheUiN4ixAutomatic Mixer 85 14 Shuns K0%418D/C $259,00 *362&00 Gooseneck Cardioid Microphone, condenser microphones offer wide frequency response 56 1 QQ(} CX302V $899,00 $899,00 2-ohanne{7QVAmplifier 57 4 C)SC AC -88T $105.00 S420,00 O.5^two-way loudspeaker with 7O/1OOVtransformer Taxes and shipping not|nduded. Prices good for 3Odays and are subject b)change. This quote cannot bgused asbid specifications without the expressed written permission of The Field Qhop, Inc. 5 'NProposal Number 132286 -1 2. FMELD SHOP Taxes and shipping not included. Prices good for 3Ddays and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc, I 58 1 JK Audio JKA-PBX S459M 8459,00 Innkeeper PBX Desktop Digital Hybrid 59 i ART C|eo:hoxPno $64.00 S84,08 ART C{eenhuxPro Channel Level Converter, Balanced/Unbalanced 80 1 B|aokmagicDonign ATE[N 1 WE Production Studio S229500 $2295,00 4K ATEW11K8/EProduction Studio 4K 61 3 Panasonic /V/VHE40SK S3450.08 $10350.00 HDISDPTZCam w/GD}out, 3OxOptical Zoom. |PVideo PVVVand Control 62 1 Panasonic AW-RP50NJ S189600 $11895.00 Compact Remote Camera Controller, IP with Presets 63 1 Pro Video VECOAXPno1HD S1859,00 $1858,80 HDVideo Encoder with HO/SD| 64 1 Kramer VP -771 S219500 S2195,00 Q-|nputPmSca|ePresentation Sw}tcher/Sca|erwith H[VS0| 85 1 KHu|hdyne H0-3520-TX'22'ST S175900 $175908 HD-352OTransmitter, 2mu|hmodefiber operation, 8T connectors 86 1 K8o|dclyoe HD -3520 -RX -22 -ST $1750-08 $1750,00 HQ'362OReceiver. Dmu|Umodefiber operation, ST connectors 87 2 K8u|bdyno HD'DATA35 $11000 S220,00 Data Only Screw Terminal Diving Board Adapter for HD- 36xxseheo 88 1 AJAVidoo K)Pro Rack S334900 S334900 Reckmuuntfile-based nacordedp!oyer.MhPnoRon422and DNxHDincludes: 2xACPower Cords Taxes and shipping not included. Prices good for 3Ddays and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc, I Number 132286-1 'N' , FaDSHOP Proposal Meeting Room I I I Sub Total -00 Meeting Room 326 73 88 2 AJA Video 0-STOR1000'USB $415i00 $830,00 88'inuhLED LCD Display 4KUHD ITB Storage Module for Ki Pro withUSB3 74 70 1 Kramer VM-50AN $18900 $189�00 Universal Mount With 25"Extension. 17degree down tilt. 1x5Analog Audio DA 75 71 1 Vizio S83820 -C6 $99,00 $88.00 Quad Core !PControl System xm/4-Seha|.4'|R.4'Re|my.4- 38~2.OSound Bar 72 1 Vizio 85430w -C2 $299D0 $29900 1 Aurora OXW-3E-8 S4''3,0Sound Bar S849,00 Meeting Room I I I Sub Total -00 Taxes and shipping motincluded. Prices good for 3Odays and are subject hochange. This quote cannot beused as bid specificationswithout the expressed written permission of The Field Shop, Inc 7 Meeting Room 326 73 1 Sharp 8U-innhLED LCD $3995.00 S3095,00 88'inuhLED LCD Display 4KUHD 74 1 Chief Mounts PNR $480.00 $480,00 Universal Mount With 25"Extension. 17degree down tilt. 75 1 Aurora QXC-44 $880.00 $890.00 Quad Core !PControl System xm/4-Seha|.4'|R.4'Re|my.4- 0 76 1 Aurora OXW-3E-8 $849.80 S849,00 3Input HD8aneTWall Plate xWEthernot.(Chop\ayPort.VGA &HDKMH-330'CATExtender 77 1 Aurora DXE-CAT-RX2 @32500 S325,00 HOK4|HDBaneTReceiver module upbu330ft 78 2 Apple iPud[Nin} $268.00 S538,00 iPadMini 1G68 Taxes and shipping motincluded. Prices good for 3Odays and are subject hochange. This quote cannot beused as bid specificationswithout the expressed written permission of The Field Shop, Inc 7 '0P Proposal Number 132286 Item # I Qnty JEquipment Description Cost Extended Cost 79 1 M,ort iPad Mini Mount$249.08 $249�00 |portControl Mount for |PadMini 80 1 Christie Brio Team $2GQ5UO �28A5�O Wireless Presentation System 81 1 NewTak Talk Show $2995,00 $2995,80 1RUSkypeTX/RX System with HD/8O| 82 1 Gandies Studio Recording Light S80,00 D80,00 Studio Recording Light - RECORDING 11OVAC 83 2 �hShureSCK882O $1595,00 $3190 ,00 8'Chanoe| Digital Inte|UKAixAutomatic Mixer 84 14 Shure K@X418O/C $259,00 $362600 Gooseneck Cardioid Microphone, condenser microphones offer wide frequency response 85 1 OSC CX302V S889,00 $89900 2-chaone|7QVAmplifier 88 2 QSC AC'S8T S105,00 S210,00 O.S''two-way loudspeaker with 7U/1OOVtransformer 87 1 JK Audio JKA-|PBX S45980 S45908 Innkeeper PBX Desktop Digital Hybrid BO 1 ART C[eanboxPno $84,00 $64,00 ART C>eanbnxPro Channel Level Converter, Balanced/Unbalanced 89 1 BiaokmagioDea|gn ATEK4 1 yW/EProduction Studio $2205,00 $2295,00 4K ATEW1 1 WE Production Studio 4K 90 3 Panasonic AW-HE48SK $3450.00 $10360�08 HD/3D PTZCam*ySDI out, 30x Optical Zoom. IP Video PVVVand Control 91 1 Panasonic AW-RP50NJ S1895�80 $1895.00 Compact Remote Camera Controller, |Pwith Presets Taxes and shipping not included, Prices good for 3Udays and are subject tochange. This quote cannot beused Gsbid specifications without the expressed written permission ofThe Field Shop, Inc, M -' F SHOP Proposal Number 132286 —1 ITS Storage Module for Ki Pro with USB3 90 1 KramerVM-5OAN $189.00 $189,00 1*5Analog Audio DA 180 1 Viziu85430w-C2 $299.00 $298,00 64^3.OSound Bar Meeting Room 326 Sub Total $48552.00 Installation and Materials 181 1 Field Shop Materials $15985�00 S15985�00 Installation Materials, Cable, Connectors, Misc. Hardware Taxes and shipping notinduded. Prices good for 3Odays and are subject to change, This quote cannot beused esbid specifications without the expressed written permission of The Field Shop, Inc. 8 92 1 Pro Video VECOAXPro1 HO $185900 S185800 HD Video EncoderwbhHQ/SD| 03 1 KnsmerVP'771 $2185.00 $2195.00 Q-|nputPnoGcm|ePresentation Svvibzher/Soa|erwith HCV8Oi 94 1 KAu{hdyoe HD -3520 -TX -22 -ST S175900 $1759�00 HD'3520Transmitter, 2mui0moodefiber operation, ST connectors 96 1 Mu|Udyne HD'3520-RX'22'ST $1759.00 $1759,00 HD-352OReceiver, 2mm|hmodefiber operation, ST connectors 06 2 K8u|bdyne HD-DATA35 $110.00 8220,00 Data Only Screw Terminal Diving Board Adapter for HD' 35xxseres 97 1 AJAVideu K]Pro Rack $3349�00 $3349,00 Rookmnountfile-based nacordar/p|ayer.with PpoRea422and DNxHDincludes: 2xACPower Cords gO 2 AJAVideu 0-8TOR1000'USB $415.00 $830,00 ITS Storage Module for Ki Pro with USB3 90 1 KramerVM-5OAN $189.00 $189,00 1*5Analog Audio DA 180 1 Viziu85430w-C2 $299.00 $298,00 64^3.OSound Bar Meeting Room 326 Sub Total $48552.00 Installation and Materials 181 1 Field Shop Materials $15985�00 S15985�00 Installation Materials, Cable, Connectors, Misc. Hardware Taxes and shipping notinduded. Prices good for 3Odays and are subject to change, This quote cannot beused esbid specifications without the expressed written permission of The Field Shop, Inc. 8 Taxes and shipping not included. Prices good for 5Odays and are subject to change. This quote cannot beused asbid specifications without the expressed written permission of The Field Shop, Inc. 1O Estimated Time Line For City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade Installation should be completed 14 weeks after the signing of the contract. - Estimate four week lead time to receive equipment - Estimate 10 week integration, configuration, and testing - Training will be provided after system is certified and tested Estimated Yearly Maintenance For City of Fayetteville, AR RFP 15-09, City Hall AV Upgrade First year all equipment issues should be covered by manufacturer's warranty. Second year maintenance will be billed on a per visit basis, at $95 an hour plus materials. Third year maintenance will be billed on a per visit basis, at $95 an hour plus materials. Fourth year maintenance will be billed on a per visit basis, at $95 an hour plus materials City ofFayetteville, Arkansas Purchasing Division — Roorn 306 113 W. Mountain FaYeUeviUe'AR7Z7Ol Phone: 479375.8220 TDD (Te|ecommunkationDevcs�oxthe D*af)�179�S2l]M6 Request for Proposal: RFP City Hall &VUpgrade ThLirsdalo October 22, 7015 before 2{0:00 PM, local time CONFERENCE: Wednesday, ber 23 7015@t1/30 PM AFP DELIVERY ON: Room 306-113W.Mountain, Fayetteville, AR 72701 PURCHASING AGENT: �Andrea FvenRennie, [Pp0 CPP[[ � DATE OF ISSUE: AND ADVERTISEMENT: Tuesday, September 15 and 29, 2015 REQUEST FOR PROPOSAL RFP 15-Q9 RFWssheU be submOtted in seaedenveopeo labeled with the project nunnberand name asv,eUasthe nameand address ufthehnn. AU proposals shall be sobmwed in accordance w/ith the attached City of FayettevUe specifications and bid documentsattached hereto, Each propose, is required to NH in everyblank and shall supp|yaU information requested; failure todosomaybeused asbasis ofn,jation. Any bid, proposal, orstatementsofqualification %AH be roened that violates or conflictswith state; local, or federal laws, ordinances, or policies, City Purchmag Agent. Name 0fFimn: Contact Person: He FWd Shoy 1m, Kris Reed Tide: Flesidlent E -Mail: kha@8eldohoP.00m Phone: Cow LhUeRooh State: Skonsam Sigua��� 00Apavc�e,me.An / pF;z50e.Cry nanAvUm�aoe / Page 1o'Z2 501-565-9878 ext 20 zip: .001 October 21, 2015 Cty of Fayetteville RPP 15-019, City Hall AV upgrade SECTION C: Signature Submittal 1. DISCLOSURE INFORMATION Proposer must disclose any possrb-e conflict of interest with the City of Fayetteville, le, including, but not limited to, any relationship with any City of Fayetteville emp oyee. Proposer response ,must disclose if a known e`aL ons ,=p exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of=ayetteville off icia*. f, to your knowledge, no reiationship exists, this should also be stated in you; response. =ailuro to disclose such a relationship. may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligibie for consideration, PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: X m_ ........_ ) 1"40 KNOWN RELATIONSHIP EXISTS Z RELATIONSHIP EXISTS (Please explain): certify that;. as an officer of this organization, or per the attached 'ettx ° of authorization, am duly at.&OriZed to certify tate information provided herein are accurate and true, and my organization shah comply with all State and Federa Equal Opportunity and Non -Discrimination requirements and condition > or e p;oyrrent. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed intormca.t on before final ranking o= the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the Clay a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Cor; orate Name of Firm: The 'geld VShop, Inc. Pr;mary Contact: Kris Heed Title of Primary Contact: President Pnone#l(cell,prefer rCd). 50213153334 Phone#2: 5031-565-9673 ext 203 naa�c:-u�nu.anc.....vau -faics9e Address:s 3. ACKNOWLEDGEMENT OF ADDENDA ck C:l'• edge receipt of addenda for this invitation to bid, request for 3ro�GSa , Gr" request fo, quaji i `u. �?y t signing and dating b6ow. Ail adder;dur-ns are hereby rnadc ua $ art of the raid or RF_P €lett: ,m€ nts tri tha Stirrp C ty of Fat=e feud'€e, AR RSR 13-09, Oty Ha AV t ppade 7 . e -1 c. "2 extent as though it were otlginally ncluded there.'n, ProposersiBic'I`Eder's s' cu d it Cate t €er :2C:e:pt of same r3 #-ter d. ':'i-. C> 's, .�,-, n.': ''f d"€; the auuronriat�e bank -'st� F herein. Faikfl to o so may su ject vendor to ,l"Isqu ficat on. ADDENDUM NO. SIGNATURE AND PRINTED NAME 1 DATE ACKNOWLEDGED Addendum .Y October 2. 2015 ...___.. j 3 October 13, 2015 Addendum 2 cf r r..__._ .. _... 1 i I 4, PRICING: Pr;, ing sha . e attached as a se.Darcte fi"T;"n, and shall ;f: ,nciusive of any and all charges, fees, expenses, etc. 5, DEBARMENT CERTIFICATION: As an interested party ur tr1is project, you are required to prov.de de arrnen"suspension certification Mdicatmg I'[ E wit; the be'o'w Federal x Acid ive Ordc r. pert T cation i.a`j e done by i,C i iplLt ':itr and si'oning "h.s form. Federal Executive Order (E.01 12549 'Debarment and 5=_ispens on" recd sires that al contractors receiving individual awards, using federal funds, and all sub-recipients certify treat tl':e organization and its p,incipals are r - I, exclude y a lwr : edera no. debarred, su3pende z; proposed for del;ar:. ent, declared in _.ioib e, volt. rta: €.,1 xclude b� I d Part hent or agency from doing business with, the recera= G.overnmert.. gnature certifies that neither you nor you, pr,ncipai #s 7 e >enrl/ deoa ret;; suspended, Proposed for de barmerrt. declared ineligible, ;or, voluntar ly ex'duded fronrv.. arirc:€p :r. c in th _ transaction by any federal ,'epart" ?ent or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME 0-- COMPANY: The Field Shop, Inc. '�i # SZICAiADD! ESS: 55107 Geyer Springs Road MA. ;NG ADDRESS:................. 5507 Gayer Springs Road _ Kris Reed d : 1 NAME.,............ ......... _­ . . ......... .... . ... . ... P H00 . NE : 501-565-9673 _ � f 501-588-3126 a:.l` A4j : #;rs «r:el srap.corn r.iGNA E RE ,.. r President CCAs E_ October 21 2015 an:: [ o STATEMENT OF INTENT TO PAY PREVAILING WAGES PROJECT: RFP IS -09, CITY HALL AV UPGRADE FAYETTEVILLE, ARKANSAS WASHINGTON COUNTY This is to certify that we, the following listed contractors, are aware of the wage requirements of the Arkansas Prevailing Wage Law and by signature below indicate our intent to pay no less than the rates established by Arkansas Prevailing Wage Determination Number 15-21.5 for work performed on the above noted public project, I understand that contractors who violate prevailing wage laws, i,e., incorrect classification/scope of work of workers, improper payments of prevailing wages, etc., are subject to fines and will be required to pay back wages due to workers. Business game Address Signature and Title Phone# of Business Official General/Prime Contractor The f=ield Stop, Inc. 5507 Geyer Springs Road, Little Rack, AR, 72209 501-565-9673 President Electrical Subcontractor Mechanical Subcontractor Plumbing Subcontractor Roofing/ Sheet Metal Subcontractor THE GENERAL PRIME CONTRACTOR IS RESPONSIBLE FOR GETTING THIS FORM FILLED OUT AND RETURNING IT TO THE ARKANSAS DEPARTMENT OF LABOR WITHIN 30 ,BAYS OF THE NOTICE TO PROCEED FOR THIS PROJECT. RETURN COMPLETED FORM TO THE ARKANSAS DEPARTMENT OF LABOR, PREVAILING WAGE DIVISION, 10421 W. MARKHAM, LITTLE ROCK, ARKANSAS, 72205. FEDSHOP CAST I E. LECTRONIC ENGINEERING 5507 Geyer Springs Rd Little Rock, AR 72209 866.400.4535 - fieldshopcom Date of Incorporation: September 1990 Arkansas State Contractor License ID ##10877 End User Markets Broadcast Television, Education, House of Worship, Television Production Services We Offer - Consultation - System Design - Project Management - System Integration - - Service and Repair - Construction Projects - Configuration and Testing - Quality Assurance - installation - Custom Equipment Design -Vendor Partnerships - Equipment Sales -Training Company Qualification Statement#&- FMA'SHOP Pat Reed, Director of Engineering Pat has 45 years of experience in the broadcast industry. Fie is Founding owner of The Field Shop, His education focus is in hardware design for Digital Electronics and Computer Science, Pat is Licensed by the FCC and has several professional IT certifications, Pat provides expertise in systern design and Pro;eCtImanagment. Sean Harper, System Engineer Sean is our company President. He has over 3.5 years of exPerienCe . in the broadcast industry. Sean's education focus is in business and he has several certifications from Manufacturers in the broadcast industry. Sean has provided engineering services for companies such as Fox Sports, CBS Sports, and ESPN. - Kris Reed, System Engineer Kris who is also our General Manager has ; 0 years of experience in the broadcast industry. His education includes a computer science background, with several professional IT certifications. Kris is the main design engineer for our makShare server systerns and has provided on-site engineering for customers such as NFL Network, Jones Mobile Television HD Integration The Jones Mobile HD project involved The Field Shop consulting to produce a budget proposal. once Underway TFS provided Project Management, Equipment Procurement, Integration Specifications, Installation of Equipment and Wiring, System Testing, and Training. University of Arkansas Student Media UATV Station The Field Shop created an HD Upgrade proposal to fit a fixed budget,This proposal included The Field Shop providing Project Management and complete System Integration. This system included a total rework of the UATV Control Room, Studio, and Equipment Room, completed on time and on budget. Fayetteville High School HD Broadcast System The Field Shop was awarded the Fayetteville High School Proi through a competitive bid process. Providing r ot ,I ; wI Room Integration to the new TV Studio, Basketball Arena and other facilities on campus. integration included Scheduled prograrnn-ling playout to Cox Cable, AT&T Uverse and LiveStrearn. Company Quallficatlon Statement FMW SHOP Project Experience (continued) Ouachita Baptist University Communications Department Ouachita Baptist University required updating the existing television department to an HDTV system that would be located in a newly renovated location. The Field Shop provided design and construction services for the TV Studio (including lighting grid), Control Room and Classroom integration to The Field Shop's makShare Shared Storage Media Server System. The Field Shop, Inc. is a leader in broadcast, professional audio/video equipment solutions and system design. We have been in business 25 years and are at the forefront of technology in our industry. We have a desire to do things right and a passion to push technology to the limits. This is why we remain on the leading edge of the broadcast industry and continue to offer innovative solutions to our customers. -insurance - General Liability - Automobile Liability - Workers Comp -Financial References $1 million per occurrence $2 million aggregate $1 million per occurrence $ 100,000 each employee - Bank Regions Bank 8411 Interstate 30 Little Rock, AR 72201 501,5703353 - insurance and Bonding Brown & Brown Insurance 2120 Riverfront Drive, Suite 200 Little Rock, AR 72202 501.372.2232 5507 Geyer Springs Rd Little Rock, AR 72209 866.400.4535 - fieldshop.com Recent Projects - University of Arkansas Pryor Center for Oral and Visual History Broadcast and AN System design and integration. Media Server System design and install. - Pulaski Heights United Methodist Church New HID Broadcast system for the Television Ministry, - Beech Street First Baptist Church New HID Broadcast system for the Television Ministry. - North Little Rock High School New HID broadcast system with studio design and media server system. - Lakeside High School Installation of new media server system for large iMac video editing lab. - Arkansas Farm Bureau Installation of video distribution and editing systems, with custom sound booth and audio equipment. FIELD -2 OP ID: DS • F —DATE IMMIODIMY) CERTIFICATE OF LIABILITY INSURANCE 1 10/2012015 IS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. I 1 IMPORTANT, if the certificate holder Is an ADDITIONAL INSURED, the policy(ieS) must be endorsed. if SUBROGATION S WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).._ PRODUCER THIS 15 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW TERM OR CONDITION OF ANY CONTRACT OR OTHER CONTACT Tim White ............ . ........... Brown & Brown insurance INDICAI ED. NOTWITHSTANDING ANY REQUIREMENT, AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. PHONE FAX A A9� 501-372 00, t hb) 503 372 6234 '2120 Riverfront Dr, Suite 200 Little Rock, AR 72202 E- AML DRESS� -- ----- ---- !Thornas Mathias INSU S) AFF9ROiNG COVERAGE, MAIC ai LIMITS INSURER A American Econornyfns - Co. 19690 INSURED The Field Shop, Inc. ............. 1,000 ,00 x 0910112015 0910112016 02BP8387197 Sean Harper I - '00 , 0,00 - 0 L,ISURER C 5507 Geyer Springs Rd. 10,000 Little Rock, AR 72209 ............ INSURERD:__....__.._.. PERSONAL n ADV INJURY .......... INSURER E .......... GENERAL 2,000,000 INSURER F — — —t a11 COVERAGES UtK I If-IUA I t r4UMMCK; HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD THIS 15 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VVITH RESPECT TO WHICH THIS INDICAI ED. NOTWITHSTANDING ANY REQUIREMENT, AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. . . ... ObLIC'�'i� (000,CY tip-- - - --------- ............... . .......... ER MWOD, 0 TYPE OF INSURANCE POLICY NUMB JMMIDDIYYYY 'Y YJ LIMITS LTP I A X COMMERCIAL GENERAL LIABILITY . ECHO CCURRENCE . .. . ....... ............. 1,000 ,00 x 0910112015 0910112016 02BP8387197 LAMA , ENTEO DAM Ea I - '00 , 0,00 - 0 CLAINIS-NVOE OCCUR 10,000 M F D AXE An v -W,.0 Demon.! ............ PERSONAL n ADV INJURY .......... ............ GENERAL 2,000,000 GEN L AGGREGATE APPLIES PER .......... ............ AGG - ........ 2,000,000 PRO - LOC ROC, CT S,AGGREGATE COMPIOr i POLICY KCT OT HER t;OMBLNED SING; LIMIT $ 1,000,000 AUTOMOBILE UABILiTY ........... .......... 2BP8387197 0910112015 09101/2016 BODILY INJURY iPw S A........ AI. 0 VN N; CD SCHEDULED . .... - AUTOS AUTOS PRiii5 RTY-5AWAGE NON-0VVNF.D X X ,a ............... . . ...... P. OS RED D AU TAUTOS UMBRELLA UAB OCCUR EIACri OC $ .......... EXCESS UAB ACGRE(VTE ................ . ... . .. ...... I) � = RE TENTION $OTH, CEF �IVOR�ERS YORKERS AND EMPLOYERS LIABILITY YIN 42 -WC -564337-90 0910112015 0910112016 E L EACH ACCIDENT $ 100,000 A P-�0PRIET05ii-PART NEWEXECLIVVE I- N I A 100,1300 0�c.CSRIIIM�Wplcp EXCLUD Q'SEASE EA EMPLOYEE S {Mandatory in NH} ........... 500,000 If ye� Urdef E. I. DMEASSr - POLICYOWT S OF.,§Ck jPT €CN OF OPERAI IONS Wow DESCRIPTION OF OPERATNDUS I LOCATIONS, VEHICLES (ACORD 101, Additional Remarks ScheduIe, may be attached it more space is required) CiTYOFA SHOULD ANY OF THE A130VE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Fayetteville ACCORDANCE WITH THE POLICY PROVISIONS, 113 West Mountain Fayetteville, AR 72701 AUTHORIZED REPRESENTATIVE Thomas Mathias CD 1988-20114 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD Concept and Solution for City of Fayetiville. AR RFP 15-1 O, TV Center Studio Upgrade pg rade 'relecastand Distribution. i Television Center produced prograniming, to be distributed in the following: C, - 1) 1 Ch ofTightrope CableCast will normally feed FGC Channel Providers, Cox Communications. AT&T U -verse and LiveStream. The actual feeds come from outputs of the IIDSDI Routing Switcher, which will be controlled by the, Tightrope CableCast System. The IIDSDI output to each provider will have video proccessed by a Black Magic'reranex'213 and embedded audio processed by a Cobalt Digital Loudness Processor. 2) 1 Ch of Tightrope CableCast will normally feed FPTV Channel Providers, Cox Communications, AT&T LI -verse and Grerficas Streaming. The actual feeds come from outputs of the IIDSDI Routing Switcher, which will be controlled by the Tightrope GableCast Systern-I'lie IIDSDI output to each provider will have video proccessed by a Black-Maggic Teranex 2D and embedded audio processed by a Cobalt Digital Loudness Processor B. Studio Production i The Studio Production System becomes an 1080i 59.94 IJDSDI System: I ) 48x48 IIDSDI Routing Switcher expandable to 72x72 2) Router Control will allow fexability and security of system All IIDSDI signals will have appropriate embedded audio 4) Properly handled IIDSDI will be in time and stay in. time 5) Adding 4K display will enhance HD viewing ofControl Room Multiview 6) New Tek 'FalkSho-%N, is the reliable way to host Skype in a Production 7 1 ) Reuse existing single line telephone interface 8) Including Kramer Scaler to input signals from ad -hoe systems 9) Tightrope CableCast systema. discribed ab&e includes Tightrope Carousel with each Pla-yout Channel ii Digital Audio Mixing 11) Behringer X32 Digital Audio Mixer meets given specifications iii Video Playback Server for Production TheAir Express I HDSDI Playback Channels using Softron On 2) 2 HDSDI Record Channels using Softron Media Recorder 11 281413 RAI D5 common Storage iv Graphics System I ) MagicSoft C(i V, Production SwItcher 1) Blackmagic Design ATEM 2 WE Broadcast Studio 4K vi City Hall Programming 1) 3 HDSDI from City Hall over Fiber (ea requires 2 Multimode fibers) 2) Room 111 Program (meeting room) 3) Room 326 Program (meeting room) 4) Room 213 Program (Council Chambers) Network Specifications for City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Network Devic - 24 -port unmanaged gigabit network switch (Control Network), LAN access - Wireless access point for local control network - 24 -port managed switch with 1OGb uplink (Media Network), no LAN access Control network will have all devices that are controllable via IP or communicate via IP with other devices for system functionality. Media network will be for video transport for playback, record and edit systems. The Field Shop,Inc. 55O7Geyer Springs Road Little Rock, AR 72203 office: 501-565-9673 Fox: 501-588'3126 wvvmw,fie|dshop com Proposal Number 132290~1 10/21/2015 ProposalFor City of FayettevilleTe|eviS(On 101VV Rock St, Fayetteville /\R 72701 479-444-3434 Kris Reed 501-565-9673 ext 20 Item # Qnty JEquipment Description cost Extended Cost Production Switcher 1 1 Blackmagic Design ATEM 2 M/EBmadcast Studio $5275,60 $5275,80 /TEKA2M/EBroadcast Studio 4K 2 1 B|ankmog1uOeeign ATEN12W1/EBroadcast Panel $13185,00 S1319500 ATEKA2KN/EBroadcast Panel 3 1 Sharp 55-inchLED LCD 4N S948,00 $949,00 55-inchLED LCD Display UHD4K Production Switcher Sub Total $19419.61 Graphics 4 1 Magic Soft Magic Soft CS $2049I0 S204900 HDCharacter Generator Software for PC 5 1 Graphics PC Graphics PC S499580 $4905,00 Graphics PC Workstation, Intel Quad -Core Processor, 32GBMemory, 1TBSSO.MV!D|A5oaphiosvvith4G8 E)DDR5. B|aomagicDeukUnh4KExtreme PCieCard Graphics Sub Total $7044^00 Taxes and shipping not included. Prices good for 3Odays and are subject b»change, 1 This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc, Proposal Number 132290 -1 Cost I Extended Costl Master Sync Generator 14 1 Ensemble Designs ShyhtEyn57 $3785�00 3G HD/SD Analog Test Signal and Sync Pulse Generator, Black Burst and /n -Level Taxes and shipping not included. Prices good for 30days and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission of The Field Shop. Inc. *10225,03 $S25�0O $1780,00 $8778,00 $875,00 $17094.00 $219G.O0 $37ZOU FA Routing and Processing S 1 B|aokmogkcDeaign Universa|VideoHub $10225,00 Universal NdeoHub48x48HDXSD|Video Router 7 1 B|atkmaQioDasign VidoohubMaster Control $625.00 \/idoohub Master Control 8 4 B/aokmagicDoaign Videohub Smart Control $445.00 VideohobSmart Control y 6 B|aukmaQicDeyiQn Tanenmx2DProcessor $1755.60 Taxanex2DProcessor 10 1 8|ackmagioDeaign SmortScopeDuo 4K $87500 SmartSoopeDuo 4K 11 8 Cobalt Digital 0085-LP20 $2849�00 H[V8Q-SD|2UChannel Loudness Processor 12 1 Kramer VP -771 $2195,00 A-|nputProSo*|ePresentation Swvitcher/8co\erwith H[VSD| 13 S Cobalt Digital RM20-9R085 &62.00 Rear Module for S085Processor Routing Sub Total $41851.08 Master Sync Generator 14 1 Ensemble Designs ShyhtEyn57 $3785�00 3G HD/SD Analog Test Signal and Sync Pulse Generator, Black Burst and /n -Level Taxes and shipping not included. Prices good for 30days and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission of The Field Shop. Inc. *10225,03 $S25�0O $1780,00 $8778,00 $875,00 $17094.00 $219G.O0 $37ZOU FA 047"W [Equipment Description Proposal Number 13228O~1 Taxes and shipping not included, Prices good for 30 days and are subject tochange. 3 This quote cannot beused aobid specifications without the expressed written permission VfThe Field Shop, Inc, Playback and Recording 15 1 Field Shop 8oftxonMedia Player $441840 $4418.48 Oua|-ChanneiMedia Player, SoftnonC)nTheAirVideo Express, Apple Mac Mini, B|ookmagioDeoKUnkDuo Card 16 7 Field Shop SnftronW1edia $5206,88 8520688 Recorder Dual -Channel Media Recorder. SoftronOnTheAirVideo Express, Apple Mac Mini, B|aokmaQicDmck]inkDuo Card 17 1 Field Shop N1ahShare1GBLSVR $12890,80 $1289000 28TBMedia Storage System, 16-Bay6Gb SAS RA|DSwith Hot Spare, 128G8SSD, 328BRAM, 2,1/3HzIntel Xeon 8- ConaProcessor, Custom Linux OS 18 1 AJA Video 0Pro Rack $334900 S334800 Raokmountfile-based remurder/p!ayer.with ProRey422and DNxHDincludes: 2xACPower Cords 18 2 AJA Video K|'STOR1000'US8 $41500 *83UU 1TB Storage Module for Ki Pro with USB3 Playback and Record Sub.Tota0 $26694~28 Skype System 20 1 NewTek Talk Show �2SA60O $2095,00 1 R SkypeTX/RX System with HD/SDI Taxes and shipping not included, Prices good for 30 days and are subject tochange. 3 This quote cannot beused aobid specifications without the expressed written permission VfThe Field Shop, Inc, FEE D SHOP A3 C 4, S T 8 _ECT �O N I C E %' G N "t i R I N 6 A 0, ! t Proposal Number 132290 -1 item �tnty )equipment Description 21 1 Tightrope CableCast SX2 HD Server Two SD/HD SDI decode, one SD/HD SDI encode, multi- format server with 16TB of RAIDS storage in a 3RU chassis 22 2 Tightrope CableCast CG330 SDI Carousel bulletin board configured for broadcast in a IRU chassis OnAir Playback Sub Total $30830-00 Cost Extended Cost $24450,00 $24450.00 $3190,00 $6380.00 Taxes and shipping not included. Prices good for 30 days and are subject to change. 4 This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. Terminal Gear 23 8 Blackmagic Design SDI to HDMI Converter $184,00 $1472,00 SDI to HDMI Converter 24 2 Ross Video openGear Frame $1334.00 $2668,00 openGear 3.0 Frame for openGear cards 25 4 Blackmagic Design OpenGear Converter - SDI to $445,00 $178000 Analog OpenGear Converter - SDI to Analog 26 2 Blackmagic Design OpenGear Converter - Analog $445,00 S890 -00 - to SDI OpenGear Converter - Analog to SDI 27 2 Blackmagic Design OpenGear Converter - Audio to $445,00 $890,00 SDI OpenGear Converter - Audio to SDI 28 2 Blackmagic Design OpenGear Converter - SDI to $445,00 $890,00 Audio OpenGear Converter - SDI to Audio 29 2 Kramer VM -80V 5231,00 $462,00 1x8 Composite Video Distribution Amplifier Taxes and shipping not included. Prices good for 30 days and are subject to change. 4 This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. Proposal Number 132290 -1 : ; I- "',: L FEE 0 SHOP item # I Onty JEquipment Description Cost Extended Costj Terminal Gear Sub Total $9052.00 Taxes and shipping nndincluded, Prices good for 3Odays and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc. S KVM Control System 30 Gafen EXT'DV|KVM'444DL $1024�00 $1024�00 4X4DVI KVM Matrix 31 4 8eham EXT -RMT -MATRIX -444 $86.50 $34600 Remote Control for 4x4KVKA 32 1 Ademno RaukmountKeyboend S334.00 8334,00 Ro:kmount Keyboard with Touuhpad 83 2 Middle Atlantic LCDReokmmunt 0103D0 $208,08 Hardware for RachmounhnyLCD 34 1 �Arinet*d W6491 $360O0 S360,00 15'' poedoing|e monitor articulating mount 36 2 Samsung 24-inohLED LCD $295�00 $590.00 24-inchLED LCD Display, 1920x1208 36 2 Logikaoh Media Combo $22�6U $45,00 &4K2UOKeyboard and Mouse KVM System Sub Total $2905~00 Audio System 37 1 Behr|nger, X32 52083,60 $2083.50 4Oinput, 26bus digital mixing console Taxes and shipping nndincluded, Prices good for 3Odays and are subject tochange. This quote cannot beused asbid specifications without the expressed written permission ofThe Field Shop, Inc. S Item # ion Qnty JEqulpment tiescripi: 38 1 Rolls PM50S Headphone Amp 39 2 Kramer VM-50AN ,X5 Audio DA 40 2 ART CleanBox Pro ART Cleanbox Pro Channel Level Converter, Balanced/Unbalanced Audio Sub Total Proposal Number 132290 -1 $2633.50 Cost I Extended Cost $44,00 $44.00 $189,00 $64,00 Edit Suite Displays 41 3 Samsung 32 -inch LED LCD $295.00 32 -inch LED LCD Display 42 3 Tripp -Lite LCD Wall Mount 5149.00 TV Wall Monitor Mount Swivel Tilt 37-70" Flat Screen - 165 lb Load Capacity - Metal - Black Edit Suite Display Sub Total $1332.00 installation and Materials 43 1 Field Shop Materials $15995.00 installation Materials. Cable, Connectors, Misc. Hardware 44 1 Field Shop Installation $54000,00 installation and Configuration $378,00 $128.00 $885,00 $447,00 $15995.00 $54000,00 Taxes and shipping not included. Prices good'for 30 days and are subject to change. 6 This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. ent Description Proposal Number 132290~1 Taxes and shipping notinouded. Prices good for 2Udays and are subject tochange. 7 This quote cannot beused aabid specifications without the expressed written permission ofThe Field Shop, inc, Estimated Time Line For City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade Installation should be completed 14 weeks after the signing of the contract. - Estimate four week lead time to receive equipment - Estimate 10 week integration, configuration, and testing - Training will be provided after system is certified and tested Estimated Yearly Maintenance For City of Fayetteville, AR RFP 15-10, TV Center Studio Upgrade First year all equipment issues should be covered by manufacturer's warranty. Second year maintenance will be billed on a per visit basis, at $95 an hour plus materials. Third year maintenance will be billed on a per visit basis, at X95 an hour plus materials. Fourth year maintenance will be billed on a per visit basis, at $95 an hour plus materials City of Fayetteville, Arkansas Pur€ Biasing Division — Room 306 113 W. Mountain Fayetteville, AR. 727131.. Phlkone- 57 8220 TDD (Te ecorn unicat? n Device for the Dea) 797.7; .:a_,., Request for Proposal: RFP 15-10, TV Center Studio Upgrade DEADLINE: Thursday, October 22, 2015 before 2:00:00 PM, local time PRE -PROPOSAL CONFERENCE: Wednesday, September 23, 2015 at 10:00 AM RFP DELIVERY LOCATION: Room 306 — 113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren Rennie, CPPD, CPPB, ��r;rgr' Lo�,t����t�r�� 1���r� .g2y DATE OF ISSUE AND ADVERTISEMENT: Tuesday, September 15 and 29, 20y5 REQUEST • PROPOSAL RFP 15-10, TV Center Studio Upgrade Lqa late pr;prsals s"ali..__ e acce�tid, n P's shall be submitted in sealed enveiv es labeled ,vit" he project number andi'tarYt Psi well as }t£ r'tarY e and address o the 'I"rn. c l accordance with t`le atte:c" ed City of rage-te'J ie E' Ceti i a'id bid oC:!. ert attached 'tereti, ut;; Proposer is regi fired to f€I: in every , arik a, .1 s a € supply al I;YloM ati(?l redlset,F t., , d. Ta i; ti r` .fio, so may b used as Oasis of releCtiu i. An-), d, proposai, or state' le"its Of ci ia. ncat!on .0 to _=e rein t >t� that t C i4tes d' coni is JJit'"t scute., Ici al, a. federal iar'�s, o..rdinancr?s, 3r �Jli ':e 'in�':.,,�,. = r irk c, �' the lea, vi 2 n -a-si , .cd here 3y v _ t.., .u_, s : & C Iiver he a"tia 3 or a�r..V�4 as S� cif;v>d, nT the prices � it,'f'1 5 °�'2i�� `ti�E't''n, zi°�G.: '(i 5Cr-Ci accordance s '.�''. ,."'� s�:%. b it <at,ons an(i g# nerd€ conditions €:?f I',; r't tCp ?ii of sY h,ch are ! -ade a part �.: '::I"t,� '�o-4pr. Ti`�I$ C"£�, is r':. , su ;ec to vl}" arawill ;J'lc yc a;.on r`: ULlal `w r'tten ar,-'''E'.....�L=SL by fY"te Fzffi�tC:S:^".(��.�'.if: f: ia.' a nd Pt r"ii cin ,C{gem., Name of Firm: The f==ield Shap, Inc. Kris Reed Contact Person: I=-C'viai. --- k kris@fielidshop.com Bisiness Address: 5567 Geyer Sprincls Road Title: President Phone: 501-565-9673 ext 20 ' L file Rack _ State: Arkansas Y` Signature:, ���" � ..� } �_ Date: re: v: lle AR � Zip: 72209 October 21, 2015 City of Fayetteville RFP 15-09, City} Hall Alf Upgrade SECTION C: Signature Submittal 1. DISCLOSURE INFORMATION Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any, City of Fayetteville emp•oyee. Proposer response must disclose if a l<nown - relationship exists between any principal or employee of your fire acrd any City of Fayetteville employee or elected City of Fayetteville official if, to your 'Knowledge, no relationship exists, this should also be .stated isn your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This forrn ,rnust be completed arta retuned in order for your bid/proposal to be ellgible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM., X __.._1} NO KNOWN RELATIONSHIP EXISTS ?} RELATIONSHIP EXISTS (Please explain): 1 certify that; as an officer of this organization, or per the attached letter of authorizaVon, am duly authorized to certify the information provided herein are accurate and true, and ray organization shall com iy with ali State and Federal Equal Opportunity/ and Non -Discrimination? requirements and conditions of ernp,toyrnent. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which nmay also in ucle oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate dame of Firm: ..............The Field Shop, Inc, ............ ......... . Dr:M ry Contact. Iris Reed Ttie of Pri< Sary Contact: PresidenE Phone#1 (cell preferred): 501-815-3394 rkriis@fieldsho' coin i -Mak' Address. 3. ACKINQWLEDGEMENT QF ADDENDA Phone#2: 501-555-9673 ext 20 Ackno:v'iedge rece pt of addenda for this invitItion to bid, fir 3i'JpGs's, o,, request for quaffication by 4,ning and dating below. All addcnd.urrizs are wreby made a ,art of 6e 00 or RTP ,. ocai-nentt, to the same C0 „.. ayetteville, AR NP 1,5-10, TV Center Studio Upgrade Pale2'v'2w xtent r e; � € therein. Prro osers'B driers shOUld ,rl�i-ate their receipt of same in �., C T'��i,[�'1 it were � >�: , E.0 �' `r i_ JCJ�d'�. c..... �` ( - �' the a, pro. riate blank I stet? t ctt failure to do so miay s ibiect vendor to disqualification. ADDENDUM NO. SIGNATURE AND PRINTED NAME BATE ACKNOWLEDGED Addendum 4 1' !r , October 2, 2016 ✓ October 13, 20115 4. PRICING: ,' l; ,'r in. I ... of �^ Wn,.i all C urges, fees, ex pe^uses, tc. Pricing shal' be attached as a separa' i':•rp1, a['4 4'la - "i � S. DEBARMENTCERTIFICATION: ' p o e re C u3 ed to provide. CSebarrnerj /s'uspens on .:C -.'.r (".inion As � � �terest�. � p�rt'z, c� € this �,r�3e>~t ,t.0 � ° � �' :ndicating in cor :Q'ian e Mtn tne, below 4w i ed xecut ve Order. Cer` r r,: t oncan bedone byL"Gr7lpletin, and si i ir1 this for rn. de a' xCCJt'u Order- E. 1 3c" €P:"1[ an Si{ 'ension� eq ;res that aH "G"t�ia �E>r5 receiving €";d'vidua awards, usingfedora funds, and all sub -re;: p 'n s certify that "t 3e organization an . its princip' are ilot debarred, SLIspende.d, r?u 3S� ! for �cut.r :?E r' 01e r eC !°i (i 1t71? 3" C IUt t rt}° �} C't�f E f� t3 j1 any ^ederal deoartment or avency f>ror". doing usiness with F' e i'edera} Governr ler€t. L" Signature :ertif"es .hat ne `lies y€'W nor ;:0€ r pr `iC a :s presently debarred, suspended, proposed for deba niernt, declared el g%; ;tom, `.f •t� I x d fro' {7c tai i itiCi4Y "i this LranSaiiio by any federal i it `it lr e C t11e' department or agency. Questions regarding this farm should be directed to the City of Fayetteville Purchasing Division, NAWE C7� I-OMPAN :......_".The Field Shap; inc_ _... p=yS';CA' ADDRESS: 5507 Geyer Springs road MAILING ADDRESS, ...m.. 5507 Geyer Springs Road RNT'-D N1 =;"E: Kris Reed _._._...... H0 INE: 501-565-9673X: 501 538 3126 � -MAI _: krisgtieldshop.Goni � j 5 `7 I t t ; tJ i; : ,..,..+_...,..._ ........r' ^W -.. ... .... ._.... . � . ..."........ ... ,--••�... _.__. ...._._., ....... ..,w.,,._.� _ , •-,•--..-,.-.-., - -, .' President SATE: October 21, 2015 STATEMENT OF INTENT TO PAY PREVAILING WAGES PROJECT:i TV CENTER STUDIO UPGRADE 101 W. ROCK WASHINGTONFAYETTEVILLE, ARKANSAS • This is to certify that we, the fallowing listed contractors, are aware of the wage requirements of the Arkansas Prevailing Nage Law and by signature below indicate our intent to pay no less than the rates established by Arkansas Prevailing Wage [determination Number 15-214 for work performed on the above noted public project, I understand that contractors who violate prevailing wage laws, i.e., incorrect classification/scope of work of workers, improper payments of prevailing wages, etc., are subject to fines and will be required to pay back wages due to workers. Business Name Address Signature and Tithe Phone# of Business Official General/Prime Contractor The Reid Shale, Inc. 5507 Geyer Springs Road. Little Rock, AR, 72209 501.565-9673 President Electrical Subcontractor Mechanical Subcontractor Plumbing Subcontractor Roofing( Sheet Metal Subcontractor THE GENERALIERIME CONTRACTOR IS RESPONSIBLE FOR GETTING THIS FORM FILLED OUT AND RETURNING IT TO THE ARKANSAS DEPARTMENT OF LABOR WrTHTN Q DAYS OF THF lyorice Td PR0CEEL7 FOR THIS PROJECT. RETURN COMPLETED FORM TO THE ARKANSAS DEPARTMENT OF LABOR, PREVAILING WAGE DIVISION, 10421 W, MARKHAM, LITTLE; ROCK, ARKANSAS, 72205, a / . k J k a; � k $ > 3 \ \ k /§ _ El _ S) S m) k E / @ f § § / Q - cq - _ - 2 § S - S) g cn cr k ƒ \ ) j } / § 2 ) / 4 k . \E i / « / k k / 2 ¥ % k k yCD ) § § -It. a- )1 / i i \ o } ƒ � § CD wCD It « (� fn 2 49. GFA 6%413, - 61W ® � k k § 7 .m 0 w . . . y E 7 § U. . k LZ $ Cc ) a CO k ) 32 - U E 2 § \ A) O § k to " E e ■ f 3 . 3 2 5 ■oc•. ■ ,. ;. ƒ= §� 6 § ( ( . 5 /fM '7{ $£ \ t ;_ cc & . . ƒ )� LL £« 2) X U © k w oC11\ ° E 0 k \LL k I ) 2 - co ) $ cm 2 L: \ L > / / » 3 > > ƒ I j [ = w = 2\ / / \ Mn / City of Fayetteville Staff Review Form 2016-0071 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Doug Bankston 2/3/16 Communications & Marketing/ Communications & Marketing Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving a budget -neutral non -council agenda change order proposed by The Field Shop, Inc. to replace audio and video equipment originally specified in the RFP 15-09 City Hall A/V upgrade with equipment that will provide better functionality and flexibility in Room 219 and Room 326. Budget Impact: 4470.9470.5315.00 Account Number 13004 Project Number Sales Tax Capital Improvements Fund City Hall A-V Upgrade Project Title Budgeted Item? No Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment $ 520,000.00 $ 444,174.12 75,825.68 $ 2,644.00 Remaining Budget $ 73,18L88' V20140710 Previous Ordinance or Resolution # 240-15 Original Contract Number: Approval Date: 9 - V - a C) Y `X Comments: City Hall A-V Upgrade project has a contingency of $16,500. The $2,644.00 net change order cost will be funded through the contingency. CITY OF P1 T 11V ay4 flie ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: February 2, 2016 STAFF MEMO SUBJECT: Approve Change Orders to Existing RFP 15-09 Agreement and Associated Contract with The Field Shop, Inc. for Equipment RECOMMENDATION: Staff recommends approving a budget -neutral non -council agenda change order proposed by The Field Shop, Inc. to replace audio and video equipment originally specified in the RFP 15-09 City Hall AN upgrade with equipment that will provide better functionality and flexibility in Room 219 and Room 326. BACKGROUND: The Field Shop, Inc. specified audio and visual equipment in RFP 15-09 that was approved by City Council in December 2015. DISCUSSION: Since the time of the approval of RFP 15-09, new equipment solutions have become available to City Staff and The Field Shop that will increase audio-visual performance, functionality and flexibility for the long term. In 219, this includes: changing from a limited 4 -channel automatic mixer to an 8 - channel Shure automatic mixer to allow for additional audio inputs on an as -needed basis and for future expansion; a different VOIP teleconferencing system (AutoHybrid IP2) that allows for better IT management over the network; additional hard -wired presentation inputs for backup and/or expansion presentation purposes; and a smaller Kramer HDMI matrix switch for video routing to replace the now unnecessary larger hub that was originally specified. In 326, this includes: replacing standard proximity -based, table -mounted, gooseneck microphones with a higher -quality, better - performing and low -profile microphone solution from Clearone for council and audience audio pickup, which will keep microphones out of the way and pick up audio effectively from anywhere within the room regardless of proximity, making 326 truly multifunctional; and a different VOIP teleconferencing system (AutoHybrid IP2) that allows for better IT management over the network. The change orders also include the removal from RFP 15-09 of four (4) 65" TV displays from 219 and one (1) 80" TV display and display mount from 326. The City's Media Services Division will be responsible for purchasing the displays, the mount and installation. BUDGET/STAFF IMPACT: The change orders, including installation and additions of equipment and any credits for price differences, total $11,115.00 plus applicable taxes and shipping cost. Removal of the TV displays and the one TV mount yields a credit of $8,471.00 plus applicable taxes and shipping cost. Thus the change orders cost a net $2,644.00, to be covered with the RFP 15-09 contingency allowance. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Attachments: Staff Review Form, Staff Review Memo, Field Shop Change Orders, RFP 15-09, Contract .,, At" FOB SHOP 'a BROADCAST IELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com Quote Number 132357 —1 1/21/2016 Quotation For Doug Bankston City of Fayetteville Television 101 W. Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description Cost Extended Cost Telephone Hybrid Change 1 1 JK Audio AutoHybrid IP2 $925.00 $925.00 VoIP Hybrid/AolP Codec, Line -level XLR jacks 2 1 JK Audio JKA-IPBX -$459.00 -$459.00 Innkeeper PBX Desktop Digital Hybrid Telephone Hybrid Change Sub Total $466.00 . Auto Mixer Change 3 1 Shure SCM820 $1595.00 $1595.00 8 -Channel Digital IntelliMix Automatic Mixer 4 1 Shure SCM410 -$685.00 -$685.00 4 -Channel Digital IntelliMix Automatic Mixer Auto Mixer Change Sub Total Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. $910.00 1 FWJLD SHOP °* Quote Number 132357 -1 BROADCAST IELECTRONIC ENGINEERING Item # I Qnty JEquipment Description I Cost I Extended Cost Total $1376.00 Quote for Changes in Room 219. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 4FUDSHOP Quote Number 132367 -3 BROADCAST/ELECTRONIC ENGINEERING The Field Shop, Inc. 1/22/2016 Salesperson 5507 Geyer Springs Road Quotation For Kris Reed Little Rock, AR 72209 Doug Bankston kris@fieldshop.com Office: 501-565-9673 City of Fayetteville Television 501-565-9673 ext 20 Fax: 501-588-3126 101 W. Rock St. www.fieldshop.com Fayetteville AR 72701 479-444-3434 Item # I Qnty JEquipment Description Cost Extended Cost 1 2 Clearone 910-001-003 $3095.00 $6190.00 Beam Forming Mic Array 2 2 Clearone 910-001-004 $115.00 $230.00 PoE Power Supply 3 2 Clearone 910-001-005-12 $135.00 $270.00 12" Ceiling Mount Kit 4 1 Clearone 910-151-880 $4195.00 $4195.00 Converge Pro 880 5 1 Shure SCM820 -$1595.00 -$1595.00 8 -Channel Digital IntelliMix Automatic Mixer 6 14 Shure MX418D/C -$259.00 -$3626.00 Gooseneck Cardioid Microphone, condenser microphones offer wide frequency response 7 1 JK Audio AutoHybrid IP2 $925.00 $925.00 VoIP Hybrid/AolP Codec, Line -level XLR jacks 8 1 JK Audio JKA-IPBX -$459.00 -$459.00 Innkeeper PBX Desktop Digital Hybrid Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 FOB SHOP Quote Number 132367 —3 BROADCAST/ ELECTRONIC ENGINEERING Item # I Qnty JEquipment Description I Cost I Extended Cost Total $6130.00 Quote for Changes in Room 326. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 2 FOB SHOP BROADCAST/ ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com Quote Number 132380 -1 2/2/2016 Quotation For Doug Bankston City of Fayetteville Television 101 W. Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost Router Change for 219 1 1 Kramer VS -62H $1319.00 $1319.00 6x2 HDMI Matrix Switch 2 1 Blackmagic Design Smart Videohub 20x20 -$1795.00 -$1795.00 Smart Videohub 20x20 Total -$476.00 Room 219 Change. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 FODSHOP BROADCAST/ ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com Quote Number 132381 -1 2/2/2016 Quotation For Doug Bankston City of Fayetteville Television 101 W. Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description Cost Extended Cost Room 219 Additional Connections 1 3 Aurora DXW-2-S3-B $995.00 $2985.00 2 Input HDBaseT Wall Plate (VGA, HDMI) - 330'/600' CAT Extender w/Audio 1/0, Includes Wall Plate and Receiver 2 1 Field Shop Materials $150.00 $150.00 Additional Cable, Connectors and Misc Hardware 3 1 Field Shop Labor $950.00 $950.00 Additional Labor 4 1 Field Shop Credit -$476.00 -$476.00 Credit for Router/Matrix Change Total $3609.00 Room 219 Additions. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 FODSHOP BROADCAST/ ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com Quote Number 132384 —1 2/2/2016 Quotation For Doug Bankston City of Fayetteville Television 101 W. Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost Display Removal from Room 219 1 4 Vizio 65 -inch LED LCD E -Series 65" LED LCD Display Display removal from Room 219. Results in a Credit. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. -$999.00 -$3996.00 Total -$3996.00 1 FOB SHOP BROADCAST/ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com Quote Number 132385 —2 2/2/2016 Quotation For Doug Bankston City of Fayetteville Television 101 W. Rock St. Fayetteville AR 72701 479-444-3434 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description Cost Extended Cost Display Removal from Room 326 1 1 Sharp 80 -inch LED LCD -$3995.00 -$3995.00 80 -inch LED LCD Display 4K UHD 2 1 Chief Mounts PNR -$480.00 -$480.00 Universal Mount with 25" Extension. 17 degree down tilt. Total -$4475.00 Display removal from Room 326. Results in a Credit. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 0 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 240-15 File Number: 2015-0569 THE FIELD SHOP, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO DESIGN, PURCHASE AND INSTALL UPGRADED AUDIO-VISUAL EQUIPMENT IN THE CITY COUNCIL CHAMBER AND CITY HALL ROOM 326 IN THE AMOUNT OF $186,168.00 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $16,500.00; AND UPGRADED AUDIO-VISUAL AND BROADCAST SYSTEM EQUIPMENT IN THE TELEVISION CENTER IN THE AMOUNT OF $218,546.46 PLUS APPLICABLE TAXES AND A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual technology equipment in the City Council Chamber and City Hall Room 326 in the amount of $186,168.00 plus applicable taxes, and further approves a project contingency in the amount of $16,500.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with The Field Shop, Inc. of Little Rock to design, purchase and install audio-visual broadcast system technology equipment in the Television Center in the amount of $218,546.46 plus applicable taxes, and further approves a project contingency in the amount of $5,000.00. PASSED and APPROVED on 12/15/2015 Page 1 Printed on 92/97115 File Number: 2015-0569 Resolution 240-I5 Attest: 4W Lisa Branson, Deputy City Clerk v; FAYETTEVfLLc. %z•� 9 os.< sir isii�► Page 2 Printed on 12117115 Doug Bankston Submitted By —(he VieO.kQP aory---,, a (q 14 w/ City of Fayetteville Staff Review Form o —I 2016-0159 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 3/24/16 Communications & Marketing/ Communications & Marketing Department Submitted Date Division / Department Action Recommendation: Staff recommends approving a budget -neutral, non -council agenda change order proposed by the City's IT Department and The Field Shop, Inc. to purchase and install equipment in City Hall Room 219 (Council Chamber) to allow someone to use the podium computer/laptop input without having to use the control system, which would make the room easier to use: 4470.9470.5315.00 Account Number 13004 Project Number Budgeted Item? No Does item have a cost? Yes Budget Adjustment Attached? No Previous Ordinance or Resolution k Original Contract Number: 240-15 Budget Impact: Sales Tax Capital Improvements Fund City Hall AN Upgrade Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 254,747.00 $ 212,581.70 �— 42,165.30 $ 833.00 $ 41,332.30 Approval Date: 3 - a2 Comments: City Hall A-V Upgrade project has a contingency of $16,500. The $833.00 change order cost will be funded through the contingency. CITY OF Tay4r1je ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: March 23, 2016 STAFF MEMO SUBJECT: Approve Change Order to Existing RFP 15-09 Agreement and Associated Contract with The Field Shop, Inc. for Additional Equipment RECOMMENDATION: Staff recommends approving a budget -neutral, non -council agenda change order proposed by the City's IT Department and The Field Shop, Inc. to purchase and install equipment in City Hall Room 219 (Council Chamber) to allow someone to use the podium computer/laptop input without having to use the control system, which would make the room easier to use. BACKGROUND: This equipment is in addition to the audio and visual equipment that The Field Shop, Inc. specified in RFP 15-09, which was approved by City Council in December 2015. DISCUSSION: Since the time of the approval of RFP 15-09, construction is underway on Room 219 and the new podium now installed, the IT Department recommends the PC installed in the podium have a direct connection to the presentation system to simplify the control setup for presenters. The Field Shop recommends installing an Aurora DXE-CAT-S1 HDMI HDBaseT Extender to utilize the PC's display output port. A presentation displayed from this computer will then be direct -fed to the presentation system rather than having to route the feed through the wireless system controls, thus removing extra step for the customer. BUDGET/STAFF IMPACT: The change order, including installation, totals $833.00, including applicable taxes and shipping cost, and is to be covered with the RFP 15-09 contingency allowance. Attachments: Staff Review Form, Staff Review Memo, Field Shop Change Order Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 FOD SHOP BROADCAST/ ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 3/21/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132438 —1 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost 1 1 Aurora DXE-CAT-S1 $459.00 $459.00 HDMI HDBaseT Extender Kit TX/RX 230'- 1080P 60hz 2 1 Field Shop Installation $250.00 $250.00 Installation and Configuration 3 1 Shipping Shipping $50.00 $50.00 4 1 Tax 9.75% $74.00 $74.00 Sales Tax Total $833.00 Additional extender needed for Podium PC in Room 219. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 City of Fayetteville Staff Review Form 2016-0219 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item —[he -VeIc gh� ']�O0m 3cvQ Doug Bankston 4/15/16 Communications & Marketing / Communications &Marketing Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving a budget -neutral, non -council agenda change order proposed by the City's IT Department and The Field Shop, Inc. to purchase and install equipment in City Hall Room 326 to allow a computer installed by IT at a table position to serve as a hard -wired, direct -connect presentation input, which would make the room easier to use. Budget Impact: 4470.9470.5315.00 Sales Tax Capital Improvements Account Number Fund 13004 City Hall A-V Upgrade Project Number Project Title Budgeted Item? No Current Budget $ 254,747.00 Funds Obligated $ 213,414.70 Current Balance $ 41,332.30 Does item have a cost? Yes Item Cost $ 833.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget I $ 40,499.30 V20140710 Previous Ordinance or Resolution p 240-15 Original Contract Number: Approval Date: " • -(to Comments: City Hall A-V Upgrade project has a contingency of $16,500. The $833.00 change order cost will be funded through the contingency. CITY OF Faye evi le ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: April 15, 2016 SUBJECT: Approve Change Order to Existing RFP 15-09 Agreement and Associated Contract with The Field Shop, Inc. for Additional Equipment RECOMMENDATION: Staff recommends approving a budget -neutral, non -council agenda change order proposed by the City's IT Department and The Field Shop, Inc. to purchase and install equipment in City Hall Room 326 to allow a computer installed by IT at a table position to serve as a hard -wired, direct -connect presentation input, which would make the room easier to use. BACKGROUND: This equipment is in addition to the audio and visual equipment that The Field Shop, Inc. specified in RFP 15-09, which was approved by City Council in December 2015. DISCUSSION: Since the time of the approval of RFP 15-09, construction is underway on Room 326, and the IT Department recommends the PC to be installed at the conference table have a direct connection to the presentation system to simplify the control setup for presenters. The Field Shop recommends installing an Aurora DXE-CAT-S1 HDMI HDBaseT Extender to utilize the PC's display output port. A presentation displayed from this computer will then be direct -fed to the presentation system rather than having to route the feed through the wireless system controls, thus removing extra step for the customer. BUDGETISTAFFIMPACT: The change order, including installation, totals $833.00, including applicable taxes and shipping cost, and is to be covered with the RFP 15-09 contingency allowance. Attachments: Staff Review Form, Staff Review Memo, Field Shop Change Order Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 FWM SHOP BROADCAST/ ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 4/15/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132469 —1 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost 1 1 Aurora DXE-CAT-S1 $459.00 $459.00 HDMI HD13aseT Extender Kit TX/RX 230'- 1080P 60hz 2 1 Field Shop Installation $250.00 $250.00 Installation and Configuration 3 1 Shipping Shipping $50.00 $50.00 4 1 Tax Sales Tax 9.75% $74.00 $74.00 Total $833.00 Change order for 326 staff PC feed. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 -The �'relcl shop ��. r'lecQ,i�t�ll'CL5 City of Fayetteville Staff Review Form 2016-0244 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Communications & Marketing / Doug Bankston 5/5/16 Communications & Marketing Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving a budget -neutral, non -council agenda change order proposed by The Field Shop, Inc. and Media Services staff to purchase and install supplemental broadcast equipment and cabling equipment in the TV Center at 101 W. Rock St. 4470.9470.5315.00 Account Number 13015 Project Number Budgeted Item? No Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Sales Tax Capital Improvements Fund City Hall A-V Upgrade Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 250,000.00 $ 218,546.46 $ 31,453.54 $ 4,602.92 $ 26,850.62 V20140710 Previous Ordinance or Resolution N 240-15 Original Contract Number: Approval Date: 5 - q — t LX Comments: TV Center Digital Upgrade project has a contingency of $5,000. The $4,602.92 change order cost will be funded through the contingency. CITY OF ayevi le Y ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: May 5, 2016 STAFF MEMO SUBJECT: Approve Change Order to Existing RFP 15-09 Agreement and Associated Contract with The Field Shop, Inc. for Additional Equipment RECOMMENDATION: Staff recommends approving a budget -neutral, non -council agenda change order proposed by The Field Shop, Inc. and Media Services staff to purchase and install supplemental broadcast equipment and cabling equipment in the TV Center at 101 W. Rock St. BACKGROUND: This equipment is in addition to the audio and visual equipment that The Field Shop, Inc. specified in RFP 15-09, which was approved by City Council in December 2015. DISCUSSION: Since approval of RFP 15-09, work has begun on converting the TV Center from analog to digital, and The Field Shop and Media Services staff have determined that some additional connectivity and the equipment necessary for that connectivity is needed between the TV Center and Washington County Quorum Court, between the TV Center and Room 111 (to help facilitate the renovation of 111 in 2017), and internally in the TV Center to facilitate the operation of the Education Channel. A very recent development concerning the City's Education Channel has occurred in that the Fayetteville School District is handing operational control of the channel back to the City as of May 14, 2016. The Field Shop will install cabling and connectivity to facilitate adding Education Channel broadcast equipment. The Field Shop will install another control room display for future display use and flexibility now that there will be three channels cablecasting out of the TV Center. BUDGET/STAFF IMPACT: The change order, with installation, totals $4,602.92, including applicable taxes and shipping cost, and is to be covered under the RFP 15-09 TV Center Digital Upgrade contingency allowance of $5,000. Attachments: 'Staff Review Form, Staff Review Memo, Field Shop Change Order Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 FIELD SHOP �� R R O A D CAST I ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 5/4/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132505 —1 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty Equipment Description Cost Extended Cost 1 1 Blackmagic Design OpenGear Converter - Analog $445.00 $445.00 to SDI OpenGear Converter - Analog to SDI 2 1 Sharp 55 -inch LED LCD 4K $949.00 $949.00 55 -inch LED LCD Display UHD 4K 3 2 Blackmagic Design Universal Videohub SDI $375.00 $750.00 Interface Universal Videohub SDI Interface 4 1 Field Shop Materials $450.00 $450.00 Installation Materials 5 1 Field Shop Installation $1450.00 $1450.00 Installation and Configuration 6 1 Shipping Shipping $150.00 $150.00 7 1 Tax Sales Tax 9.75% $408.92 $408.92 Total $4602.92 Change order quote, add 2nd MV display, add connectivity for RM 111 and Washington County, add wiring for ED channel. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 Doug Bankston Submitted By City of Fayetteville Staff Review Form 2016-0241 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 5/4/16 77— Submitted Date The VC0 Dom al� Communications & Marketing/ Communications & Marketing Department Division / Department Action Recommendation: Staff recommends approving a budget -neutral, non-council=agenda change order proposed by The Field Shop, Inc. and Media Services staff to purchase supplemental broadcast converter and cabling equipment to be installed for the exterior wall -mounted display outside City Hall Room 219 (Council Chamber). Budget Impact: 4470.9470.5315.00 Sales Tax Capital Improvements Account Number Fund 13004 'City Hall A-V Upgrade Project Number Project Title Budgeted Item? No Current Budget $ 254,747.00 Funds Obligated $ 219,362.06 Current Balance $ 35,384.94 Does item have a cost? Yes Item Cost $ 1,212.74 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 34,172.20 V20140710 Previous Ordinance or Resolution k 240-15 Original Contract Number: Approval Date: 'J - (to - ( LD Comments: City Hall A-V Upgrade project has a contingency of $16,500. The $1,212.74 change order cost will be funded through the contingency. CITY.OF• ev' iAITYARKANSS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: May 4, 2016 STAFF MEMO SUBJECT: Approve Change Order to Existing RFP 15-09 Agreement and Associated Contract with The Field Shop, Inc. for Additional Equipment RECOMMENDATION: Staff recommends approving a budget -neutral, non -council agenda change order proposed by The Field Shop, Inc. and Media Services staff to purchase supplemental broadcast converter and cabling equipment to be installed for the exterior wall -mounted display outside City Hall Room 219 (Council Chamber). BACKGROUND: This equipment is in addition to the audio and visual equipment that The Field Shop, Inc. specified in RFP 15-09, which was approved by City Council in December 2015. DISCUSSION: With approval of RFP 15-09, Room 219 installation has been completed, including the installation of a wall -mounted display outside 219 that carries the broadcast feed of 219 meetings for public information purposes. Originally, this display was specified to utilize a Cox cable box and display the Cox cable feed as a cost-saving measure, while audio was reproduced through the 219 exterior speakers from an audio feed directly from the video booth. Due to extent of the delay in displaying the video signal caused by the Cox signal encoding, processing and transmission, the direct -fee audio and the Cox video is out of sync and too distracting to viewers. Distribution converters and cabling to allow for a direct video feed to the display will enable the audio and video to be in sync. BUDGET/STAFF IMPACT: The change order, including installation, totals $1,212.74, including applicable taxes and shipping cost, and is to be covered with the RFP 15-09 contingency allowance. Attachments: Staff Review Form, Staff Review Memo, Field Shop Change Order Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 �\, FWa ®P RROA O CAST/ ELECTRONIC ENGINEERING The Field Shop; Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 4/4/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132452 —1 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost 1 1 Blackmagic Design Mini Converter- SDI to HDMI $185.00 $185.00 Mini Converter - SDI to HDMI 2 1 Blackmagic Design Mini Converter - SDI $275.00 $275.00 Distribution 4K Mini Converter- SDI Distribution 4K 3 1 Field Shop Materials $100.00 $100.00 Installation Materials, Cable, Connectors 4 1 Field Shop Installation $500.00 $500.00 Installation and Configuration 5 1 Shipping Shipping $45.00 $45.00 6 1 Tax Sales Tax 9.75% $107.74 $107.74 Total $1212.74 Change order quote to feed Program video to display outside 219. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 Doug Bankston Submitted By The Field Shop, Inc - Change Order City of Fayetteville Staff Review Form 2018-0113 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 2/6/18 Submitted Date Action Recommendation: MEDIA SERVICES (060) Division / Department Approve a Change Order to Associated Contract with The Field Shop, Inc. for a CatDV Digital Asset Management Software Extension Budget Impact: 4470.060.8900-5315.00 Account Number 16009.1 Project Number Sales Tax Capital Improvements Fund Video Production Digital Server /Archive System Project Title Budgeted Item? Yes Current Budget $ 120,000.00 Funds Obligated $ 90,461.03 Current Balance $ 29,538.93 Does item have a cost? Yes Item Cost $ 7,485.00 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget$ 22,053.97 V20140710 Previous Ordinance or Resolution # 240-15 Original Contract Number: 2016-00000013 Approval Date: A - ICJ — I Comments: The Video Production Digital Server/Archive project has a contingency of $8,395. The $7,485 net change order cost will be funded through the contingency. CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Director of Communications Don Marr, Chief of Staff FROM: Doug Bankston, Director of Media Services DATE: February 6, 2018 STAFF MEMO SUBJECT: Approve a Change Order to Associated Contract with The Field Shop, Inc. for a CatDV Digital Asset Management Software Extension RECOMMENDATION: Staff recommends approving a nonN council agenda change order proposed by JB&A Associates, The Field Shop, Inc., and Media Services staff to purchase and install an extension of the digital asset management software in the TV Center at 101 W. Rock St. BACKGROUND: The contract with The Field Shop, Inc. was specified by RFP 15N 09, which was approved by City Council in December 2015, and encompassed audioN visual upgrades of City Hall and the. TV Center. The scope of this contract was expanded in November 2016 for work on project 16009 Video Production Digital Server/Archive System. DISCUSSION: JB&A Associates, the U.S. distributor and integrator of digital asset management software CatDV, conducted onN site setup and configuration of CatDV at the TV Center in January 2018. During configuration, which was based on Media Services and the City's needs, JB&A recommended adding a 5N license package webN client version of CatDV to what originally was specified in the project. This software extension was demonstrated on site and staff determined that the web clients are simpler, more accessible and better suited for public interfacing into the programming archives of FGC (Fayetteville Government Channel) and FPTV (Fayetteville Public Access Television). Staff also determine the web client to be better suited for Administration to remote search and view the FGC program archives. (The Granicus archive of meetings only dates back to 2012.) Media Services staff will continue to utilize the original, full version of CatDV for asset management. BUDGET/STAFF IMPACT: Budget has been allocated in project 16009. Cost for the digital server/archive system is $65,571, including applicable taxes and shipping charges, with a contingency of $8,395. The CatDV web client extension is a oneN time fee of $5,895 and one year of web client support and maintenance is $1,590 for a total of $7,485, which is covered by the contingency. Attachments: Staff Review Form, Staff Review Memo, Field Shop Change Order Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 FUDNHOP BROADCASTIELECTRONIC ENGINEERING The Field Shop, Inc. 4607 W 61 st Street Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 2/8/2018 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132971 -2 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description I Cost I Extended Cost 1 1 CatDV Web Client $5895.00 $5895.00 Web Client 5 -license pack 2 1 CatDV Maintenance and Support $1590.00 $1590.00 Maintenance and Support 12 -months Total $7485.00 CatDV Web Client pricing. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1