REQUEST

FOR

PROPOSALS

October 13, 2014

Audiovisual System Upgrade: Classroom BC138

Project 2014-2015

Due 1:00 PM CST/CDT Monday, November 10, 2014

Company Name: Contact Information: Printed Name & Title

Address, City, State Phone Number

2

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

*Please mark the outside of your return envelope:

TO: EAST CENTRAL COLLEGE BID: Audiovisual System Upgrade: 1964 Prairie Dell Road, Union MO 63084 Classroom BC138 Email: bids@eastcentral.edu PH: (636) 583-6703 FAX: (636) 584-8602 DUE: 1:00 PM, November 10, 2014

Questions concerning this Request for Proposals must be received by fax or email no later than 10:00 AM October 27, 2014. Proposals must be received November 10, 2014, No later than 1:00 PM CST/CDT.

DIRECT CONTACT WITH EAST CENTRAL COLLEGE BOARD OF TRUSTEES IS PROHIBITED. INSTRUCTIONS AND CONDITIONS: Please quote the lowest net price at which you agree to furnish the service listed. Please send 3 copies of this bid response sheet and descriptive folders giving trade names, specifications, and related information on items bid. Samples may be sent to further describe the merchandise in question. VERIFY YOUR PROPOSAL BEFORE SUBMISSION AS THEY CANNOT BE WITHDRAWN OR CORRECTED AFTER BEING OPENED. The College is exempt from the Missouri State Tax. The College is a state funded institution and requires all bids to be submitted as prevailing wage. Franklin County is listed under section 36 in the Missouri Statute. East Central College is not responsible for Request for Proposals lost in transit or received after time of quotation closing. It is the vendor’s responsibility to confirm receipt of their proposal by the Purchasing Department.

WE WILL ACCEPT ONLY SEALED WRITTEN BIDS; VERBAL QUOTES OR BIDS SUBMITTED VIA FAX, E-MAIL, OR ANY OTHER MEANS WILL NOT BE ACCEPTED.

ALL PRODUCT DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS SERVICE MUST BE DETAILED IN THE BID. EAST CENTRAL COLLEGE RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS, WAVE MINOR IRREGULARITIES, CONSIDER MINOR VARIATIONS TO SPECIFICATIONS THAT ARE CLEARLY DETAILED, AND ACCEPT THE LOWEST BID WHICH APPEARS TO BE IN THE BEST INTEREST OF THE COLLEGE.

Item# Qty Description Total Cost

1 Audiovisual System Upgrade: Classroom

BC138

*Return this form to East Central College Purchasing Department with Unit Price and Extension Total indicated. East Central College reserves the right to purchase by individual item. All prices quoted shall be F.O.B. East Central College, Union, Missouri or to any East Central College off-campus location when indicated. All prices quoted shall be valid for a minimum of 90 days from closing date of request for proposal. We agree to furnish the above material and service for delivery as specified, at prices shown opposite each item. This form must be completely filled out and signed, or it will not be accepted. IT IS REQUIRED THAT THE VENDOR READ AND FOLLOW ALL INSTRUCTIONS ON THIS FORM. FAILURE TO DO SO IS SUFFICIENT CAUSE FOR REJECTION. _______________________________________ THIS IS NOT AN ORDER Name of Firm Date: _____________________________ _______________________________________

Signature & Title

3

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

DUE: November 10, 2014 BID: Audiovisual System Upgrade: Classroom BC138

Proposals must be received no later than 1:00 PM CST/CDT. Please send 3 Copies of the bid response sheet descriptive folders

giving trade names, specifications and related information on items quoted.

PROJECT TIMELINE

October 13, 2014 Request for Proposals released to public October 11 & 12, & 15, 2014 Invitation to Issue Request for Proposals advertise October 21, 2014 Pre-bid meeting and walk thru will be held at 2:00 PM in BC138. October 27, 2014 Questions and inquiries concerning this Request for Proposals must be submitted not

later than 10:00 AM: Fax: 636-584-8602 Email: melissa.popp@eastcentral.edu November 10, 2014 Bids due by 1:00 PM, CST/CDT in room BH263 to: Melissa Popp, Purchasing Manager 1964 Prairie Dell Road Union, MO 63084

Attn: Audiovisual System Upgrade: Classroom BC138 Mail an original and two copies of the bid. November 10, 2014 RFP’s publicly opened and read aloud, 1:05 PM, Buescher Hall, 2nd Floor,

Room 262 December 1, 2014 Recommendations submitted to the College Board of Trustees for Approval and Award. It is the responsibility of each vendor to inquire about and clarify any requirement of this solicitation that is not understood. The College will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. All inquiries and questions deemed to be substantive in nature must be in writing and submitted as stated in timeline. Please provide business name, contact, telephone number, email address and fax number on inquires. A copy of all queries and the respective responses will be provided in the form of an addendum to all vendors who have indicated an interest in responding to this solicitation. Your signature on the proposal cover sheet certifies that you fully understand all facets of this solicitation. Questions may be sent by FAX to 636-584-8602 or email to melissa.popp@eastcentral.edu.

ALL SERVICE DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING

ASSOCIATED WITH THIS PROPOSAL MUST BE DETAILED IN THE BID.

4

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

DUE: November 10, 2014 BID: Audiovisual System Upgrade: Classroom BC138

Overview East Central College is accepting bids for the audiovisual system upgrade in classroom BC138. Equipment Specifications Specifications are based on a quote provided from Tech Electronics. East Central College will accept an equivalent to the manufacturers listed below except for Crestron and Epson manufacturers. Bidder is to furnish and install all equipment listed below, unless otherwise specified in line item:

1. Two (2) Sennheiser EW122-G3 wireless mircrophone systems with bodypack transmitters and lapel worn microphones and one Sennheiser EW135-G3 handheld wireless microphone system in owner furnished presentation cart at front of classroom

2. One (1) Crestron DM-TX-200C-2G input plate with HDMI & VGA w/audio connectivity for guest computers on top or side of owner furnished presentation cart.

3. One (1) HDMI connection within owner furnished presentation cart for owner furnished resident

computer. Note that new owner furnished computer must have HDMI video output.

4. One (1) Elmo P30HD document camera with HDMI connectivity to switcher, above.

5. One (1) Crestron AM100 AirMedia presentation gateway in owner furnished presentation cart.

6. One (1) Samsung BD-F5700 Blu-Ray DVD player on 1 RU shelf in owner furnished presentation cart.

7. Reutilize (1) owner furnished Toshiba SD-VC296 combo DVD/VHS player and mount in owner furnished cart.

8. One (1) Crestron DPMS-200-C DigitalMedia Presentation System with multi-format switcher and

control system processor in owner furnished presentation cart.

9. One (1) Crestron CEN-SW-POE-5 5 port network switch in owner furnished presentation cart.

10. One (1) Crestron TPMC-4SMD 4.3” designer touchpanel with table top kit on top of owner furnished presentation cart.

11. One (1) custom 2 gang input plate in owner furnished floorbox with 2 x RJ45 punchdown

connectors for existing LAN connections, 1 x XLR female connector to patch audio from the presentation switcher to owner furnished amplifier in existing rack in the rear projection room, and 1 x shielded CAT5E RJ45 connector for Crestron DM connectivity to new projector, below.

5

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

DUE: November 10, 2014 BID: Audiovisual System Upgrade: Classroom BC138

Equipment Specification cont’d.

12. One (1) Epson PowerLite Pro Z9800WNL 8,300 Lumens projector with ELPLS04 lens to project 8’ x 13’ image on newly re-finished wall. Projector to be mounted mid-way in room in front of the light fixture at the landing area. Owner to remove existing rear projection screen and to re-finish wall with reflective paint.

13. One (1) Crestron DMC-RMC-SCALER-C digital media receiver mounted at new projector utilizing

owner furnished shielded CAT5E cabling.

14. Reutilize existing Phonic Ear assistive listening system.

15. As an option: Upgrade the Elmo P30HD document camera to a P100HD document camera.

Scope of Work A pre-bid meeting and walk thru will be held at 2:00 PM on Tuesday, October 21, 2014 in classroom BC138 for bidder to obtain a better understanding on the scope of work.

1. Provide labor, material, and coordination to install Professional Audio-Visual Equipment as described in this submission. This facility is existing and this system is quoted as a retrofit/add installation.

2. This system will be installed with plenum-rated wire where required for low voltage work, and installed in free air space, above ceilings, and in partition walls.

3. All wiring will be installed within drop ceilings and walls when possible. However, it appears that

your building construction does not permit the above, & wiring will most likely be enclosed in surface raceway or using standard installation practices.

4. Bidder will provide one (1) session of up to two (2) hours of system training to instruct your personnel on the operation of your system at the AV system location. Provide pricing for additional training hours and other associated costs.

5. Provide testing of the added field devices and system operations of the AV Systems. If these times are extended because of conditions beyond bidder’s control, please provide pricing for additional labor.

6. Provide and pay for permits and associated fees as required by the Authority Having Jurisdiction and the local Municipality.

6

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

DUE: November 10, 2014 BID: Audiovisual System Upgrade: Classroom BC138

College Responsibilities East Central College will provide the following:

1. Designate a single representative through whom all communications will be conducted during the course of the project.

2. Provide access to all work areas as required by bidder between the hours of 7:00AM and 5:00PM Monday through Friday in a continuous 8 hour shift.

3. Furnish, install and terminate 120VAC at the AV equipment locations per National Electrical Code.

4. Provide painting and patching as required.

5. Provide escort(s) as required to meet established safety or security requirements of the institution where the work is to be performed.

6. Secure jobsite(s) and provide secure storage area(s) to prevent theft, vandalism, and environmental damage of equipment, cabling, and tools.

7. ECC will make available adequate mounting space for all head end devices. Mounting space requirements will be provided to customer upon award of contract.

8. ECC is responsible to inform bidder (prior to job start-up) of any times when work cannot be performed.

9. Identify any known asbestos or PCB’s present on the work site prior to commencement of work. Warranty Please provide a detail description of all equipment warranty, including parts and labor. Performance Bond Bidder to provide performance bond in the amount of the total project cost from a reputable surety company. Insurance Requirements and Liability Each bidder who may have employees, contractors or agents working on the College properties shall provide copies of current certificates for general and professional liability insurance and for workers’ compensation of a minimum of $1,000,000 and have ECC listed as the additional insured.

7

EAST CENTRAL COLLEGE REQUEST FOR PROPOSALS

DUE: November 10, 2014 BID: Audiovisual System Upgrade: Classroom BC138

Proposal Deadline

To be considered for selection, proposals must arrive at the College located on 1964 Prairie Dell Road,

Union, MO 63084, by 1:00 pm CDT on or before November 10, 2014. All proposals must be submitted

to the Purchasing Manager’s office, room BH 263. It is the proposer’s responsibility to ensure that all proposal deliveries arrive on or before the proposal date and time deadline. All late proposals will be rejected and therefore not eligible for selection. The proposal shall be mailed to: East Central College Melissa Popp, Purchasing Manager 1964 Prairie Dell Road Union, MO 63084 Attn: Audiovisual System Upgrade: Classroom BC138 Number of Copies of Proposal One (1) original and two (2) copies of the proposal will be submitted in a sealed container clearly marked with the name of the proposal, one (1) of the copies shall be marked “Original” and will contain original signatures. The remaining copies do not require original signatures.

Bid Pricing & Information Pricing shall be itemized and any additional equipment not listed on this proposal should be easily identified as such. Additional brochures or informational sheets of products shall be provided to give a better understanding of equipment.

8

EAST CENTRAL COLLEGE REQUEST FOR BID

PREVAILING WAGE SPECIFICATIONS DUE: November 10, 2014

BID: Audiovisual System Upgrade: Classroom BC138 Proposals must be received no later than 1:00 PM CDT/CST.

Please send 3 Copies of the bid response sheet descriptive folders giving trade names, specifications and related information on items quoted.

East Central College is a state funded institution and required by the Missouri Division of Labor Standards to have all bids submitted at the prevailing wage rate established for Franklin County. Enclosed are the documents required for you to file your compliance. Also enclosed is a copy of the Annual Wage Order #21 Section 036 that applies to Franklin County. You must file form PW-4 “Affidavit for Prevailing Wage Compliance” before final payment can be made see section 290.290 and 290.325, RSMo states that noncompliance could result in $100.00 per day penalties.