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City of Laramie Council Chambers Broadcasting Equipment RFP ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 1 Background The City of Laramie is accepting sealed proposals for contracting to purchase and install video broadcasting equipment for the City of Laramie Council Chambers located in Laramie, Wyoming. Sealed proposals must be received no later than 3:00 PM, Wednesday, June 19, 2013. We would appreciate your proposal. Sincerely, Thomas Manson Information Technology Senior Specialist ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 2 Request For Proposals Instructions 1. The City of Laramie, Albany County, State of Wyoming, located in Laramie, Wyoming, will accept sealed proposals for contracting to purchase and install video broadcasting equipment for the City of Laramie Council Chambers. The City of Laramie will receive proposals until 3:00 PM, Wednesday, June 19, 2013. 2. It is the Proposer’s responsibility to see that all proposals are received on time. Proposals may be mailed to: Jonathan Rhoades Information Technology Division, City of Laramie PO Box C Laramie, WY 82073 Proposals may also be hand delivered to the City Clerk’s office located at City Hall 406 Ivinsion St. Laramie WY 82070 3. All proposals must be clearly marked “Council Chambers Video Proposal”. No electronic or telephone proposals will be accepted. 4. A Contract may be awarded to the responsible Proposer or Proposers, whose proposal, conforming to the Request for Proposals, will be most advantageous to the City of Laramie. 5. The proposal price shall exclude any Federal and/or State taxes from which the City of Laramie is exempt. 6. The City of Laramie reserves the right, in the opinion of the administration, to accept the proposal for the project that will be most satisfactory to the city. City management also reserves the right to reject any or all proposals, and to waive informalities and irregularities in proposals received and to accept any portion of the proposal or all items within the proposal. 7. In order to allow the City of Laramie to communicate responses please provide your email address to the City of Laramie immediately upon receipt of this RFP. Your email address should be provided to: [EMAIL REDACTED] with “Video Broadcasting RFP” contained in the subject line. 8. For additional information concerning the attached specifications contact Thomas Manson, IT Sr Specialist, at [EMAIL REDACTED] 9. All Proposers must fill out the Proposer’s Qualification Statement included in this RPF. ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 3 Proposal Specifications Overview The City of Laramie is currently using analog video equipment to broadcast City announcements along with Council meetings. The City is seeking a replacement system to accommodate our current audio equipment that will allow us to broadcast a baseband signal to Optimum communications and a digital high-definition signal streaming online. Point of contact The point of contact for this project is: Thomas Manson IT Senior Specialist City of Laramie, Wyoming E-mail: [EMAIL REDACTED] Phone: (307) 721-5242 All questions and requests for clarification must be made in writing by 12 June 2013 at 5:00 pm MDST. Requests will be received through email, and all responses will be forwarded to all potential responders via email within 24 hours of receipt during normal business hours. In order to allow the City of Laramie to communicate responses please provide your email address to the City of Laramie immediately upon receipt of this RFP. Your email address should be provided to: [EMAIL REDACTED] with “Council Chambers Video RFP” contained in the subject line. Requested Services 1. The City of Laramie is seeking the following capabilities (software based is acceptable where it is applicable) to view and control cameras, mix with audio, and send a baseband signal through a MaxCom box (owned by Optimum, accepts a BNC connector) as well as a digital signal through a PC video capture card for streaming: a. 4 HD-quality cameras with pan, tilt, and zoom capabilities. b. 1 camera controller with presets available for pan, tilt, and zoom. c. 1 camera switcher to control all four cameras (a dual-function switcher/mixer is acceptable). d. The video from the cameras must be incorporated with the analog audio from the chambers microphones in order to be broadcast. [The microphone audio is distributed by two Shure SCM810 mixers in a master/slave configuration and mixed with an IR listening device through a mixer. The mixer outputs analog and is currently terminated with a stereo plug, which can be altered as needed.] e. In addition to the video from the cameras and the audio from the microphones, the broadcast signal must be able to incorporate/switch to video from our presentation PC, which outputs over a VGA cable at a resolution of 1920x1080. ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 4 f. When not broadcasting live video and audio, the equipment must be capable of switching video to our MagicBox Aavelin character generator, which outputs both composite and S-Video. The audio for this input will come from an Optimum DVR cable box, which outputs over an RCA audio cable. g. 1 HD encoder to create a signal capable of being delivered on the City of Laramie website (our video card (Blackmagic Design Intensity Pro model) will accept HDMI or component connections for this signal). The encoder must also be capable of outputting a baseband signal to the Optimum-owned MaxCom box/fiber line. The MaxCom box accepts a BNC connector for video and a Phoenix block for stereo audio. h. 2 viewing monitors that can display all cameras as well as a live feed are required. i. Any necessary racks, tables, stands, mounts, etc. that will be needed to support the equipment and its operations. 2. Also requested in the proposal is the price for all necessary cables, connectors, and professional installation services. Installation must be done by qualified and insured individuals. 3. Please include all warranty information for each product in the proposal. 4. All ongoing costs to maintain the equipment must be disclosed, explained, and detailed. The City of Laramie will not be responsible for costs incurred by the vendor not outlined in this proposal. 5. Any additional equipment or services needed should be outlined in the RFP. 6. On-site visits to inspect our current equipment, setup, etc. can be arranged by contacting Thomas Manson at [PHONE REDACTED] or at [EMAIL REDACTED]. References To help the City of Laramie in its evaluation, please provide a minimum of three references that we may contact; ideally the references will have similar equipment as that which is being proposed. Time schedule The City of Laramie will be removing its current video equipment at the end of August 2013. A precise date will be discussed with the winning Proposer, but the date by which all services must be delivered will be around this. Proof of Insurance The Proposer will be responsible for any negligent or wrongful acts or omissions of the Proposer, his/her employees, agents, or subcontractors and employees or agents of the subcontractor(s) incident to the performance of this contract. The Proposer will defend, hold, and save harmless ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 5 the City of Laramie from all claims of liability for any death or damage to all persons or to real or personal property resulting from the performance of the Agreement. Firm shall at its sole cost and expenses procure and maintain insurance satisfactory to the City in the following coverage amounts: Workers’ Compensation and other Mandated Insurance – Firm shall maintain during the life of the Agreement the statutory Workers’ Compensation and Employer’s Liability Insurance, and other insurance required by law, for all of the firm’s employees engaged in work under this contract. Bodily Injury, Property Damage, and Professional Liability Errors and Omissions Insurance – Firm shall maintain during the life of the Agreement coverage such to protect Consultant from claims of damage which may arise from work under the Agreement, whether such operations be by his/herself, or by anyone directly or indirectly employed by them. Consultant shall provide General Liability insurance to be at least $1,000,000 per occurrence. Certificates of insurance from the insurance provider must be included within the proposal, and are subject to review and approval by the City. Proposer’s Qualification Statement All Proposers must be qualified by the City of Laramie, and must submit this statement with their proposals. Proposals will be considered only from responsible organizations having a permanent place of business, with proper equipment to do the work expeditiously, with necessary experience, and having financial capability to meet obligations incidental to the work. This document must be completed and filed with each proposal. No proposal will be considered without this document. Submitted by: Address: Principal Office or Place of Business: 1. How long at this address? 2. How many years has your company been in business? 3. How many years has your company been in business under its present business ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 6 name? 4. If your company is incorporated, please answer the following: Date of Incorporation: State of Incorporation: President’s Name: 5. Here or on a separate sheet, list your experience as it relates to this proposal. If you have no direct experience, list your related experience. 6. Indicate how many engineers have certification that is related to this project and list certifications. 7. Name of Bonding Company and name and address of agent. 8. Here or on a separate sheet, list all subcontractors you propose to use on this project, and answer question #5 above for each. ---PAGE BREAK--- City of Laramie Council Chambers Broadcasting Equipment Request for Proposals 7 Dated this day of Name of Company: By: Title: