REQUEST FOR PROPOSAL

PART A 20RFP #7224.1/LC

Department of Materials Management

MONTGOMERY COUNTY PUBLIC SCHOOLS

Division of Procurement, Room 310045 W. Gude Drive Rockville, Maryland 20850

Request for Proposal # 7224.1/LC, Television Production Facility for Gaithersburg High SchoolPART A

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified contractors to provide a solution for the purchase, delivery, installation, testing and training for a Television Production Facility for Gaithersburg High School, 314 South Frederick Avenue, Gaithersburg, Maryland 20877.

1.0

INTRODUCTION

MCPS is currently in the process of building a new Gaithersburg School in Gaithersburg, MD. Contractors shall provide, deliver, install, wire (if necessary), and test the equipment for a Television Production Facility, as well as provide training on use of the equipment, and warranty maintenance of the equipment.

Contractors who wish to be considered for award shall provide detailed information and requirements; and in the submission shall describe fully their companys capabilities, equipment, and experience, to illustrate the companys ability to perform. Contractors shall also include any services that are necessary, but will not be provided and therefore become the responsibility of MCPS, and any associated costs to MCPS.

2.0 BACKGROUND

2.1The Montgomery County Public Schools desires to install a Television Production facility at the new Gaithersburg High School. The school is the site of a Broadcast Media Career Pathway Program with course offerings that include:

Video Production

Electronic Video Field Production

Media Management and Production

Course offerings are taught in a rigorous environment that includes a comprehensive academic program. This new facility is intended to support that program. This Statement of Work covers the installation, configuration, testing, and initial staff orientation to equipment for this facility.

This facility should work as a unified interconnected system. Thus, any undesirable noise or signal degradation will be considered unacceptable.

3.0SCOPE OF WORK

The new Gaithersburg High School Television Production Facility consists of a television studio, four video editing rooms, and a control room. The contractor should review the ground plan attached to this statement of work.

The contractor should review the detailed attached equipment list. If the contractor believes that any equipment, cabling, supplies, test equipment, etc. that would impact the intent or otherwise hold up installation is missing; the contractor should make those omissions known as part of the response to this SOW. Models referred to in this Statement of Work were believed current at the time the text was written. If the contractor is aware of any inherent technical problems with items on the MCPS-specified equipment list, it should be brought to the attention of the MCPS Project Manager as part of the contractors response. Similarly, if the contractor believes that an equipment substitution would be in the best interest of the project from a technical and/or cost perspective that should also be included in the contractors response.

Where there is conflict between the text of this Statement of Work and the attached equipment list of items the contractor is bidding to supply, the EQUIPMENT LIST should take precedence. If in doubt, please contact Laurie Checco in MCPS Procurement.

Remote controlled cameras with associated control units from the school auditorium are being supplied and installed by others. Connections to that equipment are OUT OF SCOPE under this Statement of Work.

The contractor may wish to do a site survey before responding to this Statement of Work. A site survey may be scheduled by contacting Charles J. Overly (Charles_J_Overly@mcpsmd.org) phone: 301-840-4710.

The contractor will be expected to unbox, inventory, apply asset tags, record inventory data, activate warranty (where appropriate), verify operation, set up (or rack as appropriate) all of the new equipment for this facility. This includes: cameras, tripods, stands, clamps, recorders, mixers, lights, monitors, switchers, routers, editing stations, cables, etc. This includes all of the new equipment provided under bid to which this SOW is attached. MCPS will be responsible for physically moving any existing equipment from the current building that will be used in the new building.

Items which the contractor determines are defective, damaged, or otherwise not operational should be reported to the MCPS Project Manager immediately. Making repairs to defective, damaged, or otherwise not operational items or equipment, not supplied by the contractor, is OUT OF SCOPE. Providing documentation (one paragraph) on why the contractor believes the items need repair or replacement is IN SCOPE.

Repairs for equipment supplied by the contractor will be handled according to the warranty process used by the contractor or manufacturer. This information should be included with the contractors response to the attached but separate bid to supply equipment.

The contractor will supply any required cable ties, cables, connectors, fasteners, wire management and incidental materials required that do not show on the attached equipment list. Where practical, cables should be installed under counters and out of the work area. The contractor will supply loop cable hangers, cable trays, or propose other methods of cable management for equipment inter-connection cables. Proper neat and workmanlike wire management is a high priority. Cables should be clearly labeled at both ends.

Where cables need to be run along walls, the contractor will supply appropriate Wiremold or other approved conduit or cable management system.

Installing studio lighting is OUT OF SCOPE for this Statement of Work. Unpacking, inventorying and all other reporting requirements for supplied studio lighting equipment is IN SCOPE.

Note on room descriptions. Attached to this SOW is a ground plan that uses construction room numbers. These follow the pattern 2194, 2194A, 2194B etc. Rooms will also have permanent room numbers. This document uses the construction room numbers.

Room Descriptions:

2194: TV Studio

2194A: TV control room

2194B: Edit Room 4 editing stations

2194D: Edit Room 2 editing stations

2194E: Edit Room 2 edit stations

2194 F: Edit Room 2 edit stations

2194C: Office

2192: MDF and Head End Room

Note: The equipment rack will be located in the TV control room (2194A)

3.1 Cable Conduit (existing)

From 2194 to 2194A a cable pass through has been created.

3.2 Intercom/Headset System

Where practical and technically advisable, headset cables should be dressed with other cables... Contractor will supply any required interconnecting cables. Headset will be installed:

One for each of three cameras in TV Studio (2194)

One for floor manager in TV studio (2194)

Four in TV control room (2194A)

Intercom power unit to be installed in TV control room (2194A

3.3 Studio Cameras

Install three new Sony studio cameras, PrompterPeople prompter systems (including prompter frame, dichroic mirror and LCD monitor), VariZoom monitor kits, VariZoom rocker controllers, and metaSetz tally light kits on new tripod/pedestals in TV studio (2194). Cameras will connect in the control room (2194A) to the Datavideo TLM-434H display and loop through to the Black Magic 16x16 routing switcher. The routing switcher will assign cameras to inputs on the Tricaster and the Ikegami HLM-1704WR monitor. The Ikegami HLM-1704WR monitor has an integrated waveform monitor/vectorscope to be used to monitor camera function. NOTE: this facility will not be using camera control units for the studio cameras. The contractor will verify the calibration on the Ikegami monitor and note any uncorrectable deviations.

The auditorium cameras, installed and supplied by others, will also connect to one of the Datavideo TLM-434H displays and the Black Magic 16x16 routing switcher. Connecting these cameras is OUT OF SCOPE for this statement of work. However the contractor will be expected to mount both monitor arrays in the MCPS provided rack.

The contractor will provide and fabricate camera cable assemblies (one for each camera plus one spare cable assembly as follow):

One high-quality (Belden 1505A or equiv) RG-59 coaxial cable for SDI camera output to control room routing switcher (One for spare)

One high-quality (Belden 1505A or equiv) RG-59 coaxial cable for prompter video from control room composite video DA to tripod-mounted prompter LCD monitor

One DC power cable (no smaller than 18 gage stranded) for camera power from camera power supply in control room

One DC power cable (no smaller than 18 gage stranded) for prompter LCD screen power from DC power supply in control room

One stranded Cat5 cable for tally light signal from MetaSetz TLC-8d tally light controller in control room to TL-2 tally light mounted on top of each camera.

One audio cable (Belden 8413 or equiv stranded audio microphone cable) for intercom.

All cables combined in snakeskin-type expandable flexible braided sleeving at a length appropriate for the size of the studio

All camera functions will be enabled, connected and configured including tally lights. Camera white balance to be checked under studio lighting conditions and verified on a vector scope as being within acceptable specifications. Intercom/headsets should be connected to the camera cable assembly (mic cable) described above.

3.4 Production Switcher

A new NewTek Tricaster 455 chassis will be installed in the rack supplied by MCPS in the control room (2194A) with the Tricaster control surface and multi-viewer monitors being located in the TV control room (2194A). The contractor will verify that software and firmware on the Tricaster is at current patch levels and will notify the MCPS project manager if it is not. The contractor will make a recommendation of applying patches to software/firmware and will apply patches as approved by the MCPS project manager.

Inputs to the Tricaster will be configured to include:

SDI from each camera through the Blackmagic 16x16 routing switcher

SDI from the Blackmagic Design CONVMBHS HDMI to SDI convertor connected to one of the Toshiba DR430 DVD units for playback. Audio from the Toshiba deck to be routed through the audio mixer.

iVGA. Install and configure iVGA from two computers, supplied by MCPS and designated by the MCPS Project Manager following award.

Stereo audio from the Mackie 16-channel audio mixer in the control room (2194A).

(Future) stereo audio from auditorium sound system. NOTE: The auditorium sound cabling and connections from the auditorium to the Tricaster will be supplied by others and are OUT OF SCOPE under this statement of work.

Outputs from the Tricaster will include:

S-Video connected to one of the Toshiba DR430 units for recording

SDI to the local CATV modulator (supplied by MCPS) to be run through the Hotronic AP-41 time-base corrector.

Multi-viewer DVI outputs to the two LCD monitors specified in the equipment list.

SDI to Blackmagic Design 16x16 routing switcher

SDI (and analog audio from Mackie mixer) to Blackmagic Design DeckLink card (via breakout cable) installed in MCPS-supplied workstation in TV Control Room (2194A).

Stereo audio out to Nady audio distribution amplifier to feed stereo audio to CATV modulator, Toshiba DVD recorder, and the Blackmagic Deck Link card in the control room computer.

Audio monitor output to M-Audio powered speakers in Control Room

Audio output stereo to CATV modulator (supplied by MCPS). The modulator will be located in the control room (2194A) rack. There will be program monitor speakers in the control room (2194A).

The MCPS Project Manager will provide a detailed list of preferred input and output assignments for the Tricaster, Mackie audio mixer and Blackmagic 16x16 routing switcher after award.

3.5Teleprompter

Teleprompter: The teleprompter system will be installed on studio cameras (2194) pedestals along with the cameras, large monitor/viewfinders, tally lights, and Varizoom controls on the pan handles (2194). Composite video to the prompter LCD screens will come from an MCPS-supplied composite DA via MCPS-supplied scan converter in TV Control Room (2194A). Coax teleprompter cables must be bundled with other cables going to cameras, as described previously. The contractor will install the Flip-Q Pro software on an MCPS supplied computer in the control room (2194A).

Audio: Install new Mackie 16-channel mixer in control room (2194A). Inputs include:

Eight channel audio snake from studio (2194).

Audio output from one of the Toshiba DR430 DVD decks.

Outputs include:

Stereo to Tricaster

Control Room audio to M-Audio powered speakers in TV Control Room (2194A).

Documentation:

1. The contractor will retain and organize (and label if appropriate) all manuals, disks, warranty cards, and associated documentation from all equipment covered by this SOW. All paper documentation should be organized and stored neatly in notebooks provided by the contractor.

2. The contractor will be required to submit as-built drawings and a master wire list indicating the source and destination of each cable as installed for future maintenance activities. Two paper copies and a PDF on CD will be required. Each cable will be clearly labeled at both ends.

3. The contractor will provide a complete inventory spreadsheet based on the attached sample. The contractor will give an electronic copy of the spreadsheet to the MCPS Project Manager. The contractor will print out the spreadsheet and include a paper copy in the documentation notebooks.

Training/Orientation: The contractor should assume that the professional staff using this facility are familiar with media production equipment and practices. The contractor will be required to provide training to that staff in the operation of the equipment in the facility as installed. This should include basic operation of all new equipment.

The formal training should be provided in four six hour blocks. The first two sessions should be within two weeks of completion of installation. The third session should be scheduled for November 2013. Up to ten staff will attend the training sessions. No students will be trained under this SOW.

The contractor will hold an additional follow-up session with staff in January 2014.

3.6 Reporting Requirements

Beginning with award, the contractor will make weekly reports (email OK) regarding orders, product availability, shipping, planning, installation work, and training. The contractor will report immediately any issues which may impact the timely completion of this project. The contractor will report immediately any defective, damaged, or non-functional equipment as described above.

3.7 Change Control

As this project is on a very aggressive schedule, any changes requested by either party may impact cost, performance, or deadlines. Changes proposed by MCPS must come only from the MCPS project manager in writing to the contractor. Changes proposed by the contractor must be submitted in writing to the MCPS project manager. Responses to change requests should be responded to, in writing within one working day. No changes will be permitted unless agreed to by both the contractor and the MCPS project manager.

3.8 Place of Performance: Gaithersburg High School is located at 314 South Frederick Avenue, Gaithersburg, MD 20877. The new building will be located at 101 Education Blvd, Gaithersburg MD 20877. This is adjacent to the existing building.

3.9 Date/Time of Performance: Work may not begin prior to prior to July 1, 2013. Installation must be completed by August 15, 2013.

3.10 TV Studio Existing Equipment List (for information contractor will not be required to install any of these items with the exception of the Equipment Rack which will be used to hold some of the new equipment supplied by the contractor and others.)

Quantity Keeping

Make

Model

Item

1

Equipment Rack

3

Panasonic

various

Field Cameras

15

Panasonic

HDC-TM90

Handheld camcorders

2

Matthews

H30 Head

Tripods

2

ITE

D30

Dollys

12

Manfrotto

055XDB

Tripods

1

Epson

Powerlite 905 3LCD

Projector

1

Dalite

Model C

Projection Screen

2

Rode

Videomic Pro

Compact Shotgun Mic

2

Arri

Arrilite 600

lights w stands

2

Arri

300 Plus

lights w stands

3

Panasonic

various

DVD players

1

ECOA

STF-630H

Staircase

1

Scan Do Pro

Scan-Do Pro VGA scan converter (for prompter computer VGA output to teleprompter composite video DA). Supplied by MCPS-TV

Supplied by MCPS TV

1

Panasonic

Panasonic composite DA (to distribute prompter video to each camera prompter LCD monitor). Supplied by MCPS-TV

Supplied By MCPS-TV

3.11 TV Studio New Equipment List (Please refer to the DETAILED equipment specification sheet provided separate from this Statement of Work when bidding to supply the actual equipment. If in doubt, please contact Laurie Checco in MCPS Procurement.)

Gaithersburg High School TV Studio and Auditorium Proposed Equipment List (Rev 4, revised 04-18-13)

ITEM

QTY

DESCRIPTION

Studio/Studio Control Equipment

1

3

Sony HXR-NX5U NXCAM Full HD three-chip Studio Camcorder with 20x optical zoom, 3.2" LCD viewfinder, XLR audio inputs, headphone output and HD/SD-SDI digital video output. Records AVCHD format (up to 1080p) to SDHC cards.

2

3

VariZoom VZ-TFT7U 7" Ultimate LCD Color Monitor Kit with composite input (for large studio camera viewfinder)

3

3

metaSETZ TL-2 Tally Light for Sony Camcorder

4

1

metaSETZ TLC8d Tally Light Controller for Tricaster 455

5

3

VariZoom VZ-ROCK Rocker Controller for external studio camera zoom and focus control on tripod pan bar

6

3

Ikan E-Image EI-7902-A Studio Camera Pedestal w/fluid head (supports 33 lbs.)

7

1

NewTek Tricaster model 455 (Educational) Live Production System with Tricaster 455 switcher control surface. Has four camera inputs,14 total channels, iVGA for computer input, plus built-in character generator, clip store/playback DDRs, internal recording to hard disk, virtual sets, multiviewer, audio mixer, etc

8

1

ViewSonic VX2703MH-LED 27" HDMI/VGA/DVI Widescreen LED Monitor (for Tricaster multi-viewer output display #1)

9

1

ViewSonic CDE3201LED 32" HDMI/VGA/DVI Widescreen LED Monitor (for Tricaster multi-viewer output display #2)

10

1

Mackie 1604-VLZ3 Sixteen Channel Four Bus Mixer with Sixteen XLR Mic Inputs

11

1

M-Audio AV 30 Active 2-Way Desktop Monitor Speakers (Pair)

12

1

Ikegami HLM-1704WR 17" HDTV/SDTV Multi-Format LCD Color Monitor with WFM/Vectorscope functions (for main program monitor/QC engineering monitor)

13

1

Hotronic AP-41 TBC / rackmount frame synchronizer, proc-amp, composite I/O (to feed in-school cable TV system)

14

1

Flip-Q Pro Version Teleprompter Software upgrade (installed on school-provided PC or laptop)

15

3

Prompter People 15" Flex Series Teleprompter (16 lbs., 15" LCD, VGA, 12VDC, optical glass beamsplitter, readable up to 18 feet), includes FlipQ lite softwareneed to purchase Flip-Q Pro upgrade for additional $100 above)

16, 17

Left Blank On Purpose

18

2

Toshiba DR430 DVD Player / Recorder (for recording program DVDs and playback into programs from DVD or CD)

19

1

Blackmagic Design model CONVMBHS Mini Converter HDMI to SDI (to convert HDMI output from Toshiba Blu-Ray DVD player to Tricaster SDI input)

20

1

Eartec Six-Person Wired Intercom System package with Single-Sided Headsets (TCS) and XLR cables (for studio/control room intercom)

21

2

Eartec Ultra Heavy-Duty Single-Ear Headset (for total eight intercom users)

22

4

Bogen Communications SCU250 Cardioid Low-Profile Electret Condenser Boundary Microphone with 26' XLR cable (for studio set mics)

23

1

Hosa Technology SH 8X0 50 Eight-Channel Audio Snake 50 ft. (studio mics to control room)

24

1

Tripp Lite SMART2200RMXL2U Smart Pro 2200 VA UPS (for AC power protection to all studio control room equipment)

25

1

Blackmagic Design Smart Videohub 16x16 HD/SD-SDI routing switcher with front-panel illuminated button control (for switching SDI inputs to Tricaster between Studio and Auditorium cameras and to Ikegami QC monitor)

27

3

MEGA TRI 64 PROFILE - Low Profile Round LED Studio Lighting Fixture (6-pack/total 18 LED lighting instruments)

28

6

Flolight FL-220AWT Four-Lamp Fluorescent Studio Lighting Fixture (3000K) with side panel or wireless dimming (bulbs and barn doors included)

29

2

Datavideo TLM-434H HD/SD-SDI 4.3" TFT Quad LCD Rackmount Monitor Array (Total eight screens from two arrays for Studio and Auditorium cameras and DVD player preview).

30

Left Blank on purpose

31

Left Blank on purpose

Field Acquisition Equipment

32

6

Sony UWP-V2 Wireless UHF Handheld Microphone Package with camera-mounted receiver (has 1/8" audio output plug for camera microphone input jack)

33

4

Shure Beta58 handheld wired microphone (for use with camera)

34

4

XLR Male to XLR Female Microphone Cable - 25' (for use with Beta58 microphone)

35, 36

Left Blank on Purpose

Editing Equipment

37

10

LaCie 6x SLIM BLU-RAY 6X Read/Write USB 3.0 External Drive (for Dell edit workstations)

38

1

Blackmagic Design DeckLink Studio 2 SD/HD Video Card with SDI video and analog audio inputs (installed in control room Optiplex 7010 or current model editing workstation PCIe slot to provide connectivity for SDI video/analog audio from studio control to record programs onto editing workstation from studio control) NOTE: THIS IS NOT YET TESTED WITH CURRENT MCPS EDITING WORKSTATION.

38A

1

Blackmagic Design DeckLink Studio Breakout Cable

39

15

Plantronics GameCom 780 headsets with microphone

40, 41, 42

Left Blank on purpose

Miscellaneous Equipment

43

1

Sony BDVE390 Blu-ray Home Theater System with 5.1 surround sound and 1000-watt audio output

44

1

Nady SD-2418 Audio Distribution Amplifier (XLR connectors)

Example of spreadsheet used to record equipment inventory information

Item Description

Make

Model

Serial Number

Asset Tag

Room Number

Notes

Microphone

Electro-Voice

635A

712765

D77255

2001-D210

existing

4.0TESTING

Upon completion of installation, the awarded contractor shall be responsible for testing all equipment to ensure that the equipment is installed correctly and is fully functional. Throughout the warranty period, the contractor shall be responsible for ensuring that all equipment is operable, in good working condition, and suitable for continued classroom use.

5.0BRAND NAMES

The brand names and code or model numbers in the attached specifications are the exclusive brands desired and substitutions will not be considered at this time.

6.0CONTRACT TERM

The term of contract shall be for one year as stipulated. However, the contract may not begin until one day after approval by the Board of Education and will conclude as stated under the contract term. MCPS reserves the right to extend this contract at existing prices, terms and conditions for up to three additional terms. Written notice indicating MCPS intention to pursue the extension of the contract will be issued to the successful vendor 90 days prior to the expiration of the original contract. The contractor shall have ten days from the date of notification to return the notice acknowledging its intent to accept or reject the extension. Once the response is evaluated, MCPS staff may make a recommendation to the Board of Education to extend the contract or decide to rebid. If the contract is extended by the Board of Education a contract amendment will be issued.

7.0PROVISION FOR PRICE ADJUSTMENT

Price increases will not be considered for the first year of the contract. Thereafter, if the contract is extended, the successful vendor must submit a written request for price relief. Adjustments will be based upon the Consumer Price Index (CPI), specifically, the All Consumer Index, published by the U.S. Department of Labor, Bureau of Labor Statistics, for the Washington D.C., Metropolitan Area and shall not exceed 75% of the percentage change of January 1 CPIs, rounded to the nearest tenth of a percentage. MCPS reserves the right to accept or reject the request as may be determined to be in the best interest of MCPS. Any orders received prior to a request for a price increase shall be honored at the original contract price. Downward adjustments shall be made by MCPS without a request from the successful vendor. If a price increase is approved a contract amendment will be issued.

8.0DESCRIPTIVE LITERATURE

Contractors are required to furnish with their proposal literature properly bound and labeled showing full illustrations and detailed specifications on items proposed. The literature and specifications are to be arranged and labeled according to area sequences. The literature shall be clearly marked with the RFP number, area reference, and company name. Contractors shall show the manufacturers code and catalog number of the item offered. Failure to submit marked descriptive literature may result in automatic disqualification.

9.0DEVIATIONS

All proposals meeting the intent of the request will be considered for award. Contractors offering and quoting on substitutions or who are deviating from the terms, conditions, and/or specifications shall list such and explain fully on a separate sheet to be submitted with its proposal. The absence of such a sheet will indicate that the contractor has taken no exception and will be held responsible for performing in accordance with the terms, conditions and specifications as stated herein.

10.0SUBCONTRACTING

The awarded contractor shall be held responsible for ensuring that all necessary action is taken to ensure that the awarded proposal be completed as agreed upon and within the time-frame agreed upon. MCPS recognizes the use of Subcontractors as a common practice, but the awarded contractor will be held solely responsible and liable for the completion of the project.

Subcontractors will be approved by the MCPS project manager prior to working onsite.

11.0PROJECT MANAGER

This contract will be performed under supervision of Mr. Steve Silvious, Supervisor of Field Installation, Department of Strategic Project Management and Planning, OCTO. Any schedule changes or conflicts shall be given to the MCPS project manager. If agreed upon by MCPS project manager and the awarded contractor, a contract amendment shall be issued and signed by the director of the Division of Procurement.

MCPS Project Manager:

Steve Silvious

Supervisor Field Installation

Office of the Chief Technology Officer

steve_silvious@mcpsmd.org (eMail)

240-453-2590 (Office)

301-279-3864 (Fax)

12.0

CONTRACT TERMINATION

MCPS reserves the right to cancel the contract in whole or in part at any time in accordance with Article 26, Part B.

13.0BID BOND

With the proposal, each bid must be accompanied by an approved bid bond from a surety company acceptable to the Owner or by a certified or cashier's check executed in favor of the Owner for 5% of the total amount.

The bid bond shall be returned to all except the successful contractor within five days after awards have been made. The bid security of the successful contractor will be returned upon receipt of the performance bond.

14.0PERFORMANCE BOND

No contract shall exist until MCPS receives a duly executed Performance Bond prepared on an approved form in the amount of 100% of the contract, made payable to MCPS as security for the faithful performance of the contract and having as surety thereon such surety company or companies as are acceptable to MCPS and as are authorized to transact business in the State of Maryland. In the event the Performance Bond is not delivered within ten days of Notice of Award then the offer may be ruled null and void and the award shall be made to the next lowest responsive vendor.

15.0INSPECTION OF WORK AND ACCEPTANCE

All work performed shall comply with all requirements stated in this solicitation, and any applicable Federal, State and County regulations and safety standards. MCPS also reserves the right to inspect equipment or installation in progress at any time throughout the contract term. Any discrepancies found during or after required service shall be immediately corrected to the satisfaction of MCPS at no charge, by the successful contractor.

MCPS shall inspect the areas for final acceptance. In the event an area does not pass inspection, the successful contractor shall correct the deficiency to published manufacturers standards and request another inspection within ten calendar days from rejection date.

16.0REFERENCES

Four references shall be provided with the proposal. References shall have company name, contact person, address, and phone number of customers for whom a contract for implementation of a fully integrated television studio/media production facility has been provided. If reference information is not accurate and MCPS cannot contact the persons named then the proposal may not be considered.

17.0 CONTRACTOR REQUIREMENTS

Interested contractors shall provide their companies capabilities, experiences, and responses to all the conditions and specifications and references in order that MCPS may determine contractors ability to perform the detailed work plan.

The following submissions are required for a proper evaluation of the contractors ability to perform; therefore contractors should provide sufficient information for staff to make a professional judgment that the contractor is able to meet the requirements of the contract.

The proposal shall include a brief narrative history, of no more than one page, on the business and business operations.

Copy of State of Maryland, Business License

Copy of any applicable licenses or certificates

The key personnel named in this proposal shall remain responsible throughout the period of the contract. It shall be the contractors responsibility to provide MCPS with timely notice of any change of key personnel. In the event of a change, the replacement shall have qualifications equal to or better than the prior key personnel. MCPS reserves the right of approval of any field supervisors and managers directly responsible for the performance of this contract.

All work shall be scheduled according to the mutual agreement of the MCPS project manager and the awarded contractor prior to commencing.

Installation Work Hours

The workday is considered to be 7:30 a.m. through 4:00 p.m. Changes may be made only by obtaining approval in advance from the MCPS project manager.

18.0LICENSES AND PERMITS

The successful contractor shall be responsible for obtaining and paying for all required licenses and/or permits prior to commencing work, if required. Contractors and their employees who will be performing work under this contract shall be qualified and hold the required licenses necessary to perform the work described. All work and disposal of wastes shall be performed according to the applicable County, State and Federal guidelines and laws and be in an environmentally friendly manner.

19.0

INSURANCE

The contractor shall maintain Comprehensive Business insurance for protection from claims under the Workmens Compensation Act, claims for damages because of bodily injury, death, or property damage to others, including employees of the Board of Education; and claims for damages arising out of the operation of motor vehicles, which may arise during the performance of the contract whether caused by the contractor or by any Subcontractor or anyone directly or indirectly employed by either of them. The contractor shall also maintain product liability insurance. The aforementioned insurance shall cover the duration of the contract period, including all periods of the time and all places where work is performed under an expressed or implied warranty. The limits of such liability insurance for each occurrence shall be equal to or greater than $500,000 for Bodily Injury and $100,000 for Property Damage.

Prior to the execution of the contract by MCPS, the proposed awardee must obtain at its own cost and expense and keep in force and effect until termination of the contractual relationship with MCPS the following insurance with insurance company/companies licensed to do business in the State of Maryland evidence by a certificate of insurance and/or copies of the insurance policies. Contractors insurance shall be primary.

Commercial General Liability

A minimum limit of liability of two million dollars ($2,000,000) combined single limit, for bodily injury and property damage coverage per occurrence including the following coverages:

Contractual Liability

Premises and Operations

Independent Contractors

Products and Completed Operations

Automobile Liability Coverage

A minimum limit of liability of two million dollars ($2,000,000) combined single limit, for bodily injury and property damage coverage per occurrence including the following:

Owned automobiles

Hired automobiles

Non-owned automobiles

Workers Compensation/Employers Liability

Meeting all requirements of Maryland Law and with the following minimum limits:

Bodily Injury by Accident - $500,000 each accident

Bodily Injury by Disease - $1,000,000 policy limits

Bodily Injury by Disease - $500,000 each employee

Additional Insured

Montgomery County Public Schools must be named as an additional insured on all liability policies.

Policy Cancellation

45 days written notice of cancellation or material change of any of the policies is required.

Certificate Holder:

Montgomery County Public Schools

Division of Procurement

45 W. Gude Drive, Suite 3100

Rockville, Maryland 20850

20.0WARRANTY AND SERVICE

The successful contractor shall provide a minimum one-year on-site warranty against defects in workmanship and material under normal use. Contractors shall indicate manufacturers warranty for each piece of equipment in its response. Equipment requiring service under warranty shall be picked up and returned by an employee of the successful contractor. Third party pickup or delivery shall not be permitted (i.e. UPS, FedEx etc.) as MCPS is not responsible for packaging equipment for shipment or unpackaging equipment for installation.

Certain items may be fully replaced, rather than repaired (parts will not be accepted as replacement). Replacement shall be at no cost to MCPS, to the satisfaction of MCPS, and completed within 15 business days of receiving notification of product failure. MCPS is not responsible for returning failed products being replaced rather than repaired.

The successful contractor shall acknowledge a service call or written notification from MCPS within one business day. Repairs shall be completed within a reasonable time frame. The successful contractor shall have 14 business days to complete the repair and return the equipment. Due to the constant use of the training rooms and classrooms, if necessary to the class curriculum and/or requested by MCPS, comparable equipment shall be loaned to the facility during the repair of the original equipment from a training room or classroom at no additional cost to MCPS. If loaner equipment is requested and the successful contractor cannot provide it, MCPS reserves the right to assess a penalty of $25.00 per day per machine for each calendar day that the equipment is missing from the training rooms or classrooms, including weekends and holidays. Penalty charges may be deducted and retained out of any moneys due.

21.0ON-SITE REQUIREMENTS

Use of any form of tobacco products, liquor and/or illegal drugs is not permitted in any MCPS buildings or on MCPS grounds.

The facility may be occupied while work is performed, therefore all work shall be scheduled with the approval of the MCPS project manager to avoid conflicts.

Work area shall be kept as free from debris as possible while performing onsite. The contractor shall remove all debris generated by the work from the premises daily, and after installation.

It shall be the sole responsibility of the contractor and their employees to safeguard their own materials, tools and/or equipment. MCPS shall not assume any responsibility for vandalism and/or theft of materials, tools and/or equipment.

Contractors and/or their employees shall take all necessary precautions during the period of service to protect MCPS property from damage. The contractors shall be responsible to repair or replace, at their own expense, any property damaged by work performed.

22.0PAYMENT

Payment shall not be authorized until final acceptance by MCPS project manager has been made and all servicing and adjustments have been accomplished to the complete satisfaction of MCPS.

23.0FORMAT OF RESPONSE

23.1Response to this RFP should be in the same sectional format and sequence as this RFP and provide an individual response to each RFP specification in its Technical Proposal. All proposals must be presented using the same numbering sequence and order used in this RFP document or as otherwise specified by the MCPS. If contractor responds only Understand and comply, it is assumed that the contractor complies with MCPS understanding of the requirement. Contractors may request via e-mail the word documents of Part A and B to help them in preparing their response, Laurie_S_Checco@mcpsmd.org.

23.2 Proposals in response to this RFP are due on or before 2:00 p.m. on Thursday, June 6, 2013, at the address below. An original and four copies of the proposal, referencing the RFP number on the outside of the packaging, shall be sent by mail, courier or hand-delivered to:

Montgomery County Public Schools

Division of Procurement

Attn: Laurie S. Checco, CPPB

45 W. Gude Drive, Suite 3100

Rockville, MD 20850

23.3 MCPS shall not be responsible nor be liable for any costs incurred by the contractor in the preparation and submission of their proposals and pricing.

24.0EVALUATION CRITERIA

Contractors are required to furnish satisfactory evidence that they are qualified to perform the required scope of work on which they are bidding and maintain a regularly established place of business. Contractors will be evaluated based on their proposals. Therefore, contractors are encouraged to provide all required information in their proposal to show proof of their qualifications.

MCPS reserves the right to convene a meeting with the top qualified contractor prior to awarding a contract. The purpose of the meeting will be to afford both parties an opportunity to discuss any aspects of the requirements and services that will be performed and clarify any issues. Issues raised during the meeting that cannot be resolved to the satisfaction of the MCPS project manager shall be cause to reject the apparent low bid and to consider the next lowest responsive contractor.

24.1Any proposal failing to meet minimum requirements may be disqualified and no score assigned. The proposal receiving the highest number of points shall be selected. A committee shall assign the points and make the decision concerning the amount of points assigned in each area. The proposal will be evaluated as follows:

24.2Evaluation criteria. Proposals meeting all requisite criteria will be evaluated further. Those who do not meet requisite criteria will not be evaluated further. Evaluation criteria are:

Contractors experience and expertise in delivering work products and services required by MCPS in section 3.0, Scope of Work.

Contractors experience in performing complete system integrations

Warranty

Contractors qualifications and references

Price

25.0SCHEDULE OF EVENTS

The anticipated schedule of activities related to this RFP is as follows:

RFP issued:May 13, 2013

Vendor Written Questions Due: 3:00 p.m., May 22, 2013

Response to VendorsMay 28, 2013

Proposals Due: 2:00 p.m., June 6, 2013

Anticipated award date: June 24, 2013

All dates are subject to change at the discretion of MCPS.

26.0Multi-Agency Participation

MCPS reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not belimited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that required these goods, commodities and/or services. Use of thissolicitation by other agencies may be dependenton special local/state requirementsattachedto and made a part of thesolicitation at time of contracting. The supplier/contractor agrees to notify the issuing agencyof those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies. Each participating jurisdiction or agency shall enter into its own contract with the Award Bidder(s) and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted directly to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Award Bidder. MCPSassumes no authority, liability, or obligation on behalf of any other public or non-publicentity that may use any contract resulting from this bid MCPSpricingisbasedonthe specifications provided in this solicitation.

27.0CONTRACTOR OBLIGATION

Contractors and sub-contractors responsibility regarding registered sex offenders:

A new Maryland Law that became effective June 22, 2006, requires that any person who enters a contract with a county board of education or a non-public school may not knowingly employ an individual to work at a school if the individual is a registered sex offender. An employer who violates this requirement is guilty of a misdemeanor and if convicted may be subject to up to five years imprisonment and/or a $5000 fine.

Each contractor shall screen their work-forces to ensure that a registered sex offender does not perform work at a county public school and also ensure that a subcontractor and independent contractor conducts screening of its personnel who may work at a school. The term work-force is intended to refer to all of the contractors direct employees and subcontractors and/or independent contractors it used to perform the work. Violation of this provision may cause MCPS to take action against the contractor up to and including termination of the contract.

28.0ADDENDA/ERRATA

Changes and addenda to a solicitation may occur prior to the solicitation opening date and time. It is the contractors responsibility to check the MCPS website under Event Calendar at http://www.montgomeryschoolsmd.org/ or contact the Division of Procurement at 301-279-3097, to verify whether addenda/errata have been issued. Failure to provide the signed acknowledgement of the addenda/errata may result in a bid being deemed non-responsive.

29.0eMaryland Marketplace

As of June 1, 2008 Maryland law requires local and state agencies to post solicitations on eMaryland Marketplace. Registration with eMaryland Marketplace is free. It is recommended that any interested supplier register atwww.eMarylandMarketplace.com, regardless of the award outcome for this procurement as it is a valuable resource for upcoming bid notifications for municipalities throughout Maryland.

30.0INQUIRIES

Inquiries regarding this solicitation must be submitted in writing, to Laurie S. Checco, CPPB, Buyer II, Montgomery County Public Schools, 45 W. Gude Drive, Suite 3100, Rockville, Maryland 20850, fax number 301-279-3173 or Laurie_S_Checco@mcpsmd.org. Questions must be received by 3:00 pm, Wednesday, May 22, 2012 in order for the vendor to receive a reply prior to submitting its bid. The Board of Education will not be responsible for any oral or telephone explanation or interpretation. Contact with any other MCPS employee regarding this solicitation until the contract is awarded by the Board of Education will be considered by MCPS as an attempt to obtain an unfair advantage and result in non-consideration of its bid. The MCPS Division of Procurement website address is http://www.montgomeryschoolsmd.org/departments/procurement/

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