REQUEST FOR PROPOSAL FOR STATION EQUIPMENT AND UPGRADES

Transcription

1 Channels 99/993 Hamburg Township Television Government Access Cable Television Carried Over the Charter Communications Cable TV Network Merrill Road - P.O. Box 157 Hamburg, Michigan USA Phone: /hamburg_township_television Tony Randazzo, Director of Technical Services Ext. 214 trandazzo@hamburg.mi.us Brenda S. Kerster Richardson, Information Specialist/Daily Programming Director Ext. 212 brichardson@hamburg.mi.us Brittany K. Campbell, Purchasing Agent Ext. 210 bcampbell@hamburg.mi.us REQUEST FOR PROPOSAL FOR STATION EQUIPMENT AND UPGRADES ROBOTIC CAMERA SYSTEM, REMOTE CONTROL UNIT AND AND RELATED INSTALLATION WORK Issue Date: Wednesday, July 17, 2013 Response Due Date: Wednesday, July 31, :00 p.m.

2 Channels 99/993 Hamburg Township Request For Proposal 7/15/ REQUEST FOR PROPOSAL FOR STATION EQUIPMENT AND UPGRADES STATION AUDIO/VISUAL MIXER BOARD AND CONNECTION WORK Issue Date: Wednesday, July 17, 2013 Proposal Deadline: Wednesday, July 31, at 3:00 p.m., EDT Contact/Respond To: Channels 99/993 Hamburg Township Television c/o Brittany K. Campbell, Purchasing Agent Merrill Road, P.O. Box 157 Hamburg, Michigan Description: Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of 4 robotic ceiling mounted cameras with panning remote control unit with the existing equipment and operations in the Station Room of Channels 99/993, Hamburg Township Television, located just off of the Hamburg Township Hall Boardroom. This solicitation, along with all attachments and addenda may be downloaded from the Hamburg Township Purchasing Department s web pages at Copies of this solicitation document and any issued addenda may also be obtained from the Purchasing Agent, Hamburg Township Purchasing Department, Merrill Road, P.O. Box 157, Hamburg, Michigan 48139, (810) Ext Please note that if a vendor elects to obtain documents directly from the Purchasing Department, it is then the responsibility of the vendor to contact the Purchasing Agent to find out if any additional addenda or attachments have been issued. Proposals must be time stamped by the Purchasing Agent by the exact date and time indicated above. Late proposals will not be accepted.

3 Channels 99/993 Hamburg Township Request For Proposal 7/15/ PROJECT OPTION DESCRIPTIONS A. Project Option A - Scope of Work Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of the following items: Quantity 4 robotic ceiling mounted cameras Item Vaddio ClearVIEW HD-19 Robotic PTZ Camera w/ Exmor CMOS w/ Camera Control Unit Please note that this is a replacement of the current cameras to current generation status. 1 unit Vaddio Production View Precision Camera Controller w/ Built-In 4" Monitor Labor Cabling, Equipment, All Necessary Connections and Installation Estimated Time To Complete Please note that this is a replacement of the current controller to current generation status. For the installation and integration of this unit into the existing Station Room equipment operations network. For the installation and integration of the above equipment into the existing Station Room equipment operations network. State length of time to complete project.

4 Channels 99/993 Hamburg Township Request For Proposal 7/15/ B. Project Option B Scope of Work Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of the following items: Quantity 4 robotic cameras with 1 controller unit Item Whatever models you would recommend that would accomplish similar tasks in a similar price range. Please note that this is a replacement of the current equipment to current generation status. Labor Cabling, Equipment and All Necessary Connections Estimated Time To Complete For the installation and integration of this unit into the existing Station Room equipment operations network. For the installation and integration of this unit into the existing Station Room equipment operations network. State length of time to complete project. 2. Project Approvals The project option approvals will be by: Hamburg Township Department of Technical Services Hamburg Township Board of Trustees 3. Response Format Responses to this RFP should consist of the following: A. A technical proposal consisting of: 1) A cover letter expressing the firm s interest in working with the Township, including identification of the principal individuals that will provide the requested services and sub-consultants (if any). 2) A description of the general approach to be taken toward completion of the project, an explanation of any variances to the proposed scope of work as

5 Channels 99/993 Hamburg Township Request For Proposal 7/15/ outlined in the RFP, and any insights into the project gained as a result of developing the proposal and previous experience. 3) A scope of work that includes detailed steps to be taken, including any products or deliverables resulting from each task. 4) A summary of estimated labor hours by task that clearly identifies the project team members and the number of hours performed by each team member by task. 5) A proposed schedule that indicates project milestones and overall time for completion. 6) A list of individuals that will be committed to this project and their professional qualifications. The names and qualifications of any subconsultants shall be included in this list. 7) Demonstration of success on similar projects, including brief project descriptions and contact names and addresses for references. Please note that Items 1-7 should be limited to a total of 15 pages. Resumes, professional qualifications and work samples are not included in this total. B. A separate cost proposal consisting of a composite schedule by task of direct labor hours, direct labor cost per class of labor, overhead rate, and fee for the project. If the use of sub-consultants is proposed a separate schedule must be provided for each. 4. Contract Time Period RFP released 07/17/2013 Proposals due by 3:00 p.m. on 07/31/2013 Planned award date on or around 08/06/2013 or 08/20/2013 Project Completion Date late September/mid October Vendor Selection The Township Department of Technical Services and the Township Purchasing Agent will review the proposals and make a recommendation of the award to the Township Board of Trustees. The Department of Technical Services and the Purchasing Agent will review and evaluate all proposals based on the below criteria. To the extent that any proposals are over budget, cost may also be a determining factor. A. Qualifications of the firm and the personnel to be assigned to this project. B. Experience of the consultant personnel working together as a team to complete similar projects. C. Demonstration of overall project understanding and insights into local conditions and potential issues.

6 Channels 99/993 Hamburg Township Request For Proposal 7/15/ D. Demonstrated knowledge of the Project Area. E. Completeness and clarity of the proposal and creativity/thoroughness in addressing the scope of work. The Township Board may elect to interview consults prior to the final selection. 6. Submissions Vendors wishing to be considered for this project should submit an electronic copy in Word format and eight (8) written copies of their proposal to: Via USPS Mail Only: Brittany K. Campbell Hamburg Township Purchasing Agent Merrill Road, P.O. Box 157 Hamburg, MI bcampbell@hamburg.mi.us Via UPS/FEDEX: Physical Address: Brittany K. Campbell Hamburg Township Purchasing Agent Merrill Road Whitmore Lake, Michigan Technical and cost proposals must be submitted in sealed envelopes or packages with the following information clearly printed on the outside: A. Name and address of prime vendor B. Due date and time C. Envelope contents (technical and cost proposals) D. Project Name Questions about the project should be directed to: Brenda S. Kerster Richardson, Information Specialist, Department of Technical Services, at the above address or at: Telephone: Ext. 212; Direct Line: ; brichardson@hamburg.mi.us Tony Randazzo, Director of Technical Services, at the above address or at: Telephone number Ext. 214; Direct Line: ; trandazzo@hamburg.mi.us The Township must receive all proposals no later than 3:00 p.m. on Wednesday, July 31, Proposals received after this time will not be accepted or reviewed. No facsimile-machine produced or proposals will be accepted.

7 Channels 99/993 Hamburg Township Request For Proposal 7/15/ All proposals become the property of the Township upon submission. The expense of preparing and submitting a proposal is the sole responsibility of the vendor. The Township reserves the right to reject any or all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP as is in the best interest of the Township. If a proposal is selected, it will be the most advantageous proposal with respect to price, quality of service, and other factors that Hamburg Township may consider. The Township reserves the right to consider proposals for modifications at any time before a Contract is awarded, and negotiations would be undertaken with that provider whose proposal is deemed to best meet the Township s specifications and needs. The Township reserves the right to waive or not waive informalities or irregularities in submittals, and to accept or further negotiate cost, terms and conditions of any proposal determined by the Township to be in the best interest of the Township even though not the lowest cost proposal. This solicitation in no way obligates the Township to award a contract.

8 Channels 99/993 Hamburg Township Request For Proposal 7/15/ PROPOSAL FOR HAMBURG TOWNSHIP CHANNELS 99/993 TV STATION EQUIPMENT AND UPGRADES STATION AUDIO/VISUAL MIXER BOARD AND CONNECTION WORK TO THE TOWNSHIP OF HAMBURG, MICHIGAN: The undersigned as Bidder hereby declares that this Proposal is made in good faith without fraud or collusion with any person or persons bidding on the same Contract; that he has read and examined the Request for Proposal and understands all of the same, that he or his representative has made personal investigation of the Township TV station facilities and has informed himself fully with regard to the requirements to be met in the execution of this Contract, and the undersigned proposes to furnish all staff, materials, transportation, and equipment necessary for the completion of the Project: AWARD OF CONTRACT: The Contract will be awarded to the lowest responsive, responsible Bidder based on total bid price for all work as specified: Check Option(s) for which a bid is being submitted. Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. PROJECT OPTION A: SCOPE OF WORK Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of the following items: Quantity Item Price 4 units 4 robotic ceiling mounted cameras Vaddio ClearVIEW HD-19 Robotic PTZ Camera w/ Exmor CMOS w/ Camera Control Unit Please note that this is a replacement of the current cameras to current generation status. 1 unit Controller Unit Vaddio Production View Precision Camera Controller w/ Built-In 4" Monitor Please note that this is a replacement of the current controller to current generation status.

9 Channels 99/993 Hamburg Township Request For Proposal 7/15/ Labor For the installation and integration of the above eqiupment into the existing Station Room equipment operations network. Cabling, For the installation and Equipment and integration of the above All Necessary equipment into the existing Connections Station Room equipment operations network. Estimated State length of time to Time To complete project. Complete Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. Length of time to complete project: PROJECT OPTION B: SCOPE OF WORK Quantity Item Price 4 robotic Of the kind/type you would recommend for $ cameras and 1 controller unit achieving similar results at a similar price as set forth in Project Option A Please note that this equipment is replacement equipment of the current cameras/controller unit to current generation status. Labor Cabling, Equipment and All Necessary Connections Brand of Unit you recommend (attach photos and specification sheet to this proposal): For the installation and integration of this unit into the existing Station Room equipment operations network. For the installation and integration of this unit into the existing Station Room equipment operations network. Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. $ Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. $ Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. Estimated Time Complete To State length of time to complete project. Length of Time to Complete Project: The undersigned agrees that if the foregoing Proposal shall be accepted by the Owner, he will commence work within four (4) days (legal holidays excepted) after receiving notice of such acceptance, and will complete the Project, ready for use, at the price and within the time stated in this Proposal. The Bidder shall acknowledge that he/she is an equal opportunity employer and that they do not discriminate against other firms due to race, age, gender or physical conditions.

10 Channels 99/993 Hamburg Township Request For Proposal 7/15/ In submitting this bid, it is understood that the right is reserved by the Owner to accept any bid, to reject any or all bids, and to waive irregularities in bidding in the interest of the Owner. Dated and Signed at This the day of, OFFICIAL ADDRESS: BIDDER S NAME Proposal Accepted and Notice To Proceed Given: HAMBURG TOWNSHIP Date: By: PATRICK J. HOHL, Supervisor, Hamburg Township