4. Attached, please find the floor plan for the Emergency Operation Center (EOC).
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1 April 16, 2018 RE: Request for Proposal No Audio Visual Equipment, Upgrades, Installation and Maintenance Services Dear Supplier: This notice shall serve as to the aforementioned Request for Proposal ( RFP ) and shall for all purposes become part of the original RFP. This Addendum must be included in your Proposal Submittal to the LCRA by the proposal submittal date. The Proposal Deadline will remain the same. Please note the following notifications, clarifications, questions, and answers: Clarifications: 1. The Lower Colorado River Authority (LCRA) will consider alternative equipment for Statement of Works (SOWs) number one (1) Emergency Operation Center (EOC) AV Upgrade, SOW number two (2) Roadshow Equipment, and SOW number three (3) Board Room Upgrade. 2. LCRA is seeking to establish a long term service agreement for continued maintenance, purchase of new equipment and installation services for the locations listed in the Statement of Works one (1) two (2) and three (3) and all other existing LCRA locations requiring audio visual maintenance, equipment and installation services. 3. Attached, is the diagram for the Board Room setup, but with all things in this RFP LCRA is open to supplier interpretation and suggestions. 4. Attached, please find the floor plan for the Emergency Operation Center (EOC). Questions in bold answers in plain text: New Questions Post Pre-Proposal Meeting: 5. Question: Please confirm it is acceptable to submit multiple documents in the response. Answer: Yes, it is acceptable to submit multiple documents in the response. 6. Question: Is LCRA willing to sign an SOW directly with the subcontractor for the services in the RFP? Answer: No. LCRA s contract will be directly with the awarded supplier. And subcontracted work is the sole responsibility of the prime. LCRA does not conduct business with subcontractors directly under any circumstance. 7. Question: Does the respondent need to sign the SOWs with the submitted response? Answer: No. The SOWs posted are for the purpose of soliciting pricing and a clear understanding of the scopes. Signatures will be required upon award and execution of the contract and individual SOWs. Any exception taken to any of the SOWs are to be redlined and returned with the proposal package. 1
2 8. Question: Are all of the CPUs and Imacs provided by LCRA? Answer: Yes. 9. Question: Is there conduit in the EOC floor boxes and are details available? Answer: Yes, there is conduit in the EOC floor boxes. LCRA does not have schematics for the boxes. 10. Is there access from the parking lot into the EOC without using stairs. Need to determine if a bucket lift can be placed into the EOC space. Answer: Supplier will need to use their own equipment. Yes, a small bucket lift can be placed into the EOC space. Supplier will need to determine equipment need if awarded bid. 11. Can LCRA provide drawings for the EOC and Board room? Drawings to include floor plans, reflected ceiling plans, elevations, one-line schematics of existing equipment Answer: Yes, only for EOC (see attached). Open with.tif and.pdf 12. During the site visit a schematic drawing was shown. Can this drawing be provided to the suppliers? Answer: Yes, this is for the Board Room layout (see attached). 13. Is there one pair or two pair of shark fin antennas to be provided in the EOC for the Shure wireless microphone systems? Answer: Two (2). 14. Clarify the (8) channel transceivers listed in the EOC BOM. Answer: The three (3) eight (8) channel transceivers can be deleted if supplier is going to provide Beyer Dynamic Mics. If the supplier can only provide pricing for the Shure Mics the (8) channel transceivers will be needed. LCRA preference is Beyer Dynamic. 15. Can the projector screen size in the Board Room be provided and what is the lowest height of the bottom of the screen? Answer: 6'x9' is current size of tensioned screen. Supplier Questions that were asked and answered at the pre-proposal meeting held Friday, April 13, :00am-12:00PM Statement of Work (SOW) one (1) Emergency Operation Center (EOC) Upgrade Questions: 16. Question: Are there any plans to add floor boxes? Answer: Floor boxes can be relocated or repurposed. Please note that this is electrical wiring in the floor boxes. 2
3 17. Question: What are you currently using for VTC in the EOC? Answer: A lot of LCRA systems use polycom cameras for VTC. Skype is also used and is the LCRA preference. 18. Question: If we upgrade the polycom, would we get rid of the existing one and go with newer gear. Do we have anything we want to re-use? Answer: LCRA would like to fully upgrade and replace existing equipment with new equipment. 19. Question: For vending purposes, we can consider that you have the skype licenses and we just have to supply the skype hardware? Answer: Yes. 20. Question: Warranty and service agreements indicates a 1 hour response time but when in EOC we want a 30 min response time, is this an onsite or phone requirement? How will the supplier be notified if we re in EOC mode that way we can accommodate this? Answer: When the LCRA EOC is in emergency mode there is a need for the supplier to respond to any issues ASAP. LCRA requires some kind of dedicated response time, whether physical or remote. But LCRA expects our supplier to understand that this can t be a We ll get to you tomorrow. The primary reason for this is LCRA needs someone locally that can come in and have physical representation and support in Austin. We re looking for a 24 hour turnaround. 21. Question: Is LCRA open to VPN or remote access for support? Answer: Yes. LCRA can consider VPN with security approval from LCRA s Information Security Office. 22. Question: Is the EOC building on UPS or backup generator? Answer: Yes it is. 23. Question: In regards to the rack system in the upstairs office for the EOC, would we need that demolished? Answer: Yes, LCRA s goal is to clear that out and remove the racks and cables inside that room. 24. Question: Will LCRA identify which components in the rack are supporting other departments or the operations center or other systems? Answer: Yes, if there is a piece in that room that is needed LCRA will be sure to identify which equipment is used. 25. Question: For the EOC equipment if there s a redundant power supply version, is that something you d want to put in? Answer: Redundancy for the EOC will be considered. 26. Question: Are we re-using the lecterns? 3
4 Answer: Yes, the lecterns will be re-used. The confidence monitors and local desktops will go away. 27. Question: You mentioned adding more speakers? Answer: Some of the issues with the speakers are potentially in the bi-amp. LCRA is also looking into lowering the speakers. 28. Question: Are there any security issues as far as wireless goes? Answer: LCRA would like to keep all of our A/V equipment on separate networks. Security is of the utmost importance for LCRA and may be reviewed and approved by LCRA s ISO where required. Statement of Work (SOW) two (2) Roadshow Equipment Questions: 29. Question: Are you looking for training on the equipment? Answer: Yes. Please include training options and any associative costs in your proposal response. 30. Will this equipment be primarily indoors? Answer: No, the roadshow equipment will also be used outdoors so please consider that when specifying equipment. 31. Question: Does LCRA have a vehicle designated to transport all of this gear? Answer: Yes, LCRA has a suburban specifically designed to transport the equipment. Statement of Work (SOW) three (3) Board Room Upgrade: 32. Question: Are there plans to make the control room bigger? Answer: Yes, LCRA is in talks with our facilities department to expand the control room. 33. Question: Are you looking to upgrade the pc components? Answer: Yes, LCRA is looking to upgrade the components to accommodate space. 34. Question: Will LCRA provide floor plans for the different rooms? Answer: Yes, LCRA can provide these. 35. Question: Will the Dais stay? Answer: Yes, the dais will remain. 36. Question: Will be speakers be re-used? Answer: Yes, LCRA will re-use the existing speakers. 37. Question: Are there any screen controls/drape controls? Answer: Yes, there are screen controls. LCRA does not want to add drape controls. 4
5 Note: LCRA will want to have low voltage simple push button controls at the podiums. LCRA doesn t want to worry about any complex programming. 38. What will it look like when the screen is upgraded in the board room? Can we expand the housing expanded via your facilities team? Answer: Yes, LCRA can work with our facilities team to accommodate that upgrade. 39. Question: Is the current model of the screen listed in the RFP? Answer: The current model is a Da-Lite. No model number available. Dimensions- Projectable screen area: (The white part within the screen) 9ft7in x 6ft. The overall screen size (measurement of the outer black portions):10ft 8 1/2in x 7ft 9inches. The lowest the screen can go from the ceiling to the cabinet: 8ft 1in. 40. Question: For the press box, what would you want for that? Answer: We will need a single XLR feed. 41. Question: Ceiling speakers: How many do you want installed in the room? Answer: Five (5) ceiling microphone tiles. 42. Question: For the BARCO click share, were you looking at the CSE 100 or CSE 200 Answer: LCRA looking at CSE Question: What is the plan for the additional rack in the control room? Answer: LCRA wants to relocate the rack to the right of the existing desk. 44. Question: How is the zoning of the speakers arranged inside the board room? Answer: LCRA believe its setup into 4 zones. Note: Construction Clarification: LCRA will need to obtain permission from our facilities department to build the Board Control Room into part of the storage area in order to expand the Board Control Room. 45. Question: Will the above clarification be confirmed before the proposals are due? Answer: Yes, it will have to be clarified prior to the proposal deadlines. 46. Question: Would you need the Board Control Room buildout done before the Board Room upgrade? Regards, Answer: Yes, it would be ideal to have that renovation completed prior to the Board Room installation. Category Manager, II Norma Williams ************************************************************************************************ 5
6 Date Company Name Address Signature Phone No. City/State/Zip Code 6
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