REQUEST FOR PROPOSAL
Submit Bid To
UNIVERSITY OF KANSAS MEDICAL CENTER
DEPARTMENT OF PURCHASING
Mail Stop 2034
3901 Rainbow Blvd., Kansas City, KS 66160
IF ADDITIONAL INFORMATION IS DESIRED CONTACT STEPHEN SCANLON, 913-588-4186, or sscanlon@KUMC.edu
Quotation No.683F11-06 Date Mailed 02/04/11 Closing 4:00 pm 03/04/11
This space for bidders name and address:
THIS IS NOT AN ORDER
If Given an Order, Bidder Agrees to Furnish the Items Enumerated Hereon at the Price(s) and under the Conditions Indicated
1. In communicating always refer to the quotation number above.
2. In order to receive consideration for award, three copies of this “Request for Proposal” properly completed and signed must be returned to, and received by the Department of Purchasing, not later than the specified central time.
3. All prices, items and conditions must be shown. Any prices, terms and conditions not shown, and presented after the specified closing time will not be considered in the bid evaluating process.
4. Purchase orders or contracts resulting from this quotation may not be assigned without written prior approval from the Director of Purchasing.
5. The seller agrees to protect the purchaser from all damage arising out of alleged infringements of patents.
6. Unless otherwise specified, the Director of Purchasing reserves the right to accept or reject all or any part of this quotation.
7. All offered discounts will be considered in determining the low bid, and taken when payment is made.
8. Bids and performance guarantee, when required, will be outlined in the specifications below.
9. All prices quoted are to be less federal excise and state sales taxes.
10. Facsimile No.: 913-588-1102. Facsimile bids are not acceptable in lieu of original response unless prior approval has been granted or outlined in the specifications below.
11. It is hereby agreed that the bidder will, if required by law, comply with the Kansas Act Against Discrimination, K.S.A. 44-1030 et seq.
Items and Specifications Unit Prices Total Price
KUMC seeks an ITV system, linking the Kansas City campus with the new School of Medicine location at
the Salina Regional Health Center. This will be a negotiated procurement.
Functional specifications and delivery/installation schedule are attached. Interested vendors must contact this agency and schedule a face-to-face meeting with the negotiation team to address technical issues, to occur during the week of February 14, 2011. Pricing shall be submitted by the bid closing date.
Show Terms ______Signed By ______
Delivery will be made ______days after receipt of order
FOB Destination Title ______
FEIN/SSAN ______Date ______
Phone ______
Page 1 of 9 Email Address ______
KUMC, Request for Quotation No. 683F11-06
GENERAL TERMS AND CONDITIONS
1. It is the intent of KUMC to permit competitive bidding. It is the bidder’s responsibility to advise KUMC Purchasing, in writing no later than three (3) days prior to the closing date, if any specification or requirement limits bidding to a single source.
2. Unless otherwise specified, KUMC reserves the right to accept or reject all or any part of a quotation, and to waive technicalities. Further, the successful vendor shall agree to the language in the current State contract(s) regarding Hold Harmless and Proof of Insurance.
3. Except as otherwise indicated, the merchandise quoted shall be in new condition.
4. KUMC reserves the right to award purchases by item, by group, or by lot, whichever is deemed to be in its best interest.
5. In the event of a tie for low bid, the award shall be made to a Kansas bidder.
6. Unit price shall prevail in the event of extension errors.
7. When brand names or trade names and model numbers are used in the bid request, it is for quality, style and features. Bids on equivalent items of substantially the same quality, style and features are invited, unless otherwise indicated. However, to receive consideration, such equivalent bids must be accompanied by sufficient literature and/or specifications to clearly identify the items and allow for functional evaluation. If a bid indicates that an item quoted is functionally equivalent and is purchased and found to not be comparable, KUMC reserves the right to return the item at the bidder’s expense, and the bidder will be charged back for any difference in cost for the specified item.
8. If any portion of this bid is provided by a vendor other than the bidder, the bidder remains the prime contractor responsible for fulfilling all requirements of this bid.
9. Samples of items, when required, shall be furnished at no expense to KUMC, and, if not destroyed in the evaluation process, will be returned at the bidder’s expense if requested.
10. Partial payments shall not be made unless otherwise specified.
11. Any conviction for a criminal or civil offense that indicates a lack of business integrity or honesty must be disclosed. This includes 1) conviction of a criminal offense incidental to obtaining or trying to obtain a public or private contract or subcontract or in the performance of such contract or subcontract; 2) conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of documents, receiving stolen property; 3) conviction under state or federal antitrust statutes; and 4) any other offense to be serious and compelling as to affect responsibility as a state contractor. Failure to disclose an offense may result in disqualification of the bid or termination of the contract.
12. The terms and conditions of any quote submitted in response to this RFQ shall not apply to any resulting purchase order or contract. The State of Kansas Department of Administration Contractual Provisions Attachment shall apply. http://www.da.ks.gov/purch/DA-146a.doc.
13. For similar KUMC requests:
http://www2.kumc.edu/finance/purchasing/bids.html
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Statement of Work
January 4, 2011
Project:
School of Medicine Expansion
Scope: This will outline the requirements and expectations of the School of Medicine for the installation of Video Teleconferencing Interactive Televideo (ITV) solutions on the University of Kansas Medical Center (KUMC)campus in Wahl Hall East auditorium and in Salina, Kansas.
Location: KUMC Wahl Hall East Auditorium (WHE)
Video input requirements:
One PTZ presenter camera shall automatically track the movement of the instructor with no set-up required.
One PTZ audience camera minimum (optional line item for two), shall automatically capture a preset three to four seat range around an activated PTT microphone in the classroom audience.
Switching between/among the cameras shall be automatic.
Teaching technology:
One PC installed (Client will provide PC)
Swing away mount for (PC monitor client provided)
Access point for guest laptop, selection of PC or laptop shall be automatic
Document camera
DVD/VHS player
Interactive whiteboard ~4’ x 6’ shall be integrated with the installed PC
Optional line item, large format (>60”) interactive panel
Switching among sources shall be by Touch Panel
Access point shall be provided for second client PC VGA signal to be delivered to second projector
Access point for auxiliary video inputs (Composite, S-Video, Component, RGB) delivered to second projector shall be provided and selected automatically
Audio input requirements:
One podium 18” gooseneck style shock mounted microphone
Two wireless lapel microphones shall be resistant to RFI and cell phone interference
50 audience PTT desktop 18” gooseneck microphones (1 : ~4 student ratio) *cable to be pulled through existing floor conduit
Teaching technology:
All source audio shall follow video
Source audio shall be AGC and limited
Access point shall be provided for auxiliary balanced and unbalanced audio input on podium
Access point shall be provided on presentation stage or podium for up to six (6) additional balanced phantom powered desktop gooseneck microphones
Video output requirements:
Two ceiling mounted video/data projectors shall have sufficient inputs to facilitate input requirements, shall display min. 5000 lumen
Page 3 of 9
Four wall/ceiling mounted HD monitors for the presenter to view the far end sites and local content shall be arranged for comfortable and efficient viewing from the stage
Teaching technology:
Source outputs shall be scaled to optimal native resolution of display devices
Audio output requirements:
Sufficient speaker devices shall be specified for even well dispersed SPL throughout the auditorium.
Amplifier shall be specified with sufficient output capacity to adequately drive specified speaker devices
Amplifier shall have thermal and overload protection
System shall have sufficient comp/exp/eq controls to eliminate possibility of feedback
Audience microphones shall have monitor/reinforcement in room
Access point of audio system buffered unbalanced line output for Camtasia Relay shall be provided
Video control (automation) requirements:
Selection of source video delivered to the projectors shall be controlled by Touch Panel
Selection of camera video delivered to the far sites shall be controlled by the system
System shall select student preset based on microphone zone activated, otherwise automatically switch to presenter camera
Selection of camera or source delivered to the presentation monitors will be determined by the CODEC
Selection ability of far end people and content to be delivered to projectors shall be provided
Access point for manual override of selections shall be provided
Audio control requirements:
Echo cancellation shall be provided for all microphones
AGC shall be provided for all microphones
Source audio shall be AGC and limited
Access point for manual override of audio control of level and muting shall be provided
Audio telephone conferencing shall be integrated into system
Recording requirements:
System shall be configured to record presentations from local or far end sites automatically
Per session, via schedule
System shall be configured to record local and far end ITV
ITV Requirements:
Hi-Definition end-to-end ITV shall be provided
Provide hi-resolution instructor and content (People + Content)
Provide hi-resolution simultaneous instructor and content (People-on-Content)
Provide MPPlus multipoint capability
Scheduling requirements:
The functionality to schedule, in advance, ITV connections and recording of sessions shall be integrated into the system
General requirements:
Vendor shall specify hardware (racks, monitor mounts, projector mounts, other specific required hardware, etc.) required for installation
All equipment shall be properly surge protected
Page 4 of 9
The fit, feel, and function of this system shall be consistent with other installed systems on the KUMC campus
Touchpanel configuration shall be consistent with existing “dashboard” look and function
The system shall integrate with the Crestron Digital Media infrastructure of the KUMC campus system
Wherever possible, existing equipment shall be retained and used at the discretion of the integrator
Vendor shall provide “Train the trainer” instruction to client-nominated primary personnel and staff and provide written operator’s guide
System shall be fully tested in all functions prior to acceptance
Vendor shall provide as-built wiring and flow diagrams to the client
Acceptance:
Acceptance certification shall be granted by the KUMC School of Medicine Program Manager for Technology and team and Instructional Services Video Coordinator and Management team
Compliance:
Vendor shall comply with all applicable building, fire code, and electrical specifications
All provisions of Kansas State Contract 09175 shall be complied with including but not limited to installation, pricing, and warranties
Installation time-line:
Installation shall begin no earlier than June 7, 2011
Installation and training shall be completed, certified, and accepted no later than July 8, 2011
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Location: Hospital Classroom, Salina, KS
Video input requirements:
One PTZ presenter camera
One PTZ audience camera
Switching between/among the cameras shall be automatic.
Teaching technology:
One PC installed (Client will provide PC)
Access point for guest laptop, selection of PC or laptop shall be automatic
Document camera
DVD/VHS player
Interactive whiteboard ~4’ x 6’ shall be integrated with the installed PC
Optional line item, large format (>50”) interactive panel
Switching among sources shall be by Touch Panel
Access point for auxiliary video inputs (Composite, S-Video, Component, RGB) delivered to second projector shall be provided and selected automatically
Audio input requirements:
One podium 18” gooseneck style shock mounted microphone
One wireless lapel microphone shall be resistant to RFI and cell phone interference
4 audience PTT desktop 18” gooseneck microphones
Teaching technology:
All source audio shall follow video
Source audio shall be AGC and limited
Access point shall be provided for auxiliary balanced and unbalanced audio input on podium
Video output requirements:
One ceiling mounted video/data projector shall have sufficient inputs to facilitate input requirements, shall display min. 5000 lumen
Line item for optional Flat screen monitor >50” requested
One wall mounted Flat screen monitor >50” shall be provided for People+Content in either configuration
Four wall/ceiling mounted monitors for the presenter to view the far end sites and local content shall be arranged for comfortable and efficient viewing
Teaching technology:
Source outputs shall be scaled to optimal native resolution of display devices
Audio output requirements:
Sufficient speaker devices shall be specified for even well dispersed SPL throughout the classroom
Amplifier shall be specified with sufficient output capacity to adequately drive specified speaker devices
Amplifier shall have thermal and overload protection
System shall have sufficient comp/exp/eq controls to eliminate possibility of feedback
Access point of audio system buffered unbalanced line output for Camtasia Relay shall be provided
Video control requirements:
Selection of source video delivered to the projectors/displays shall be controlled by Touch Panel
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Selection of camera video delivered to the far sites shall be controlled by the system
System shall select student camera preset based on microphone zone activated, otherwise automatically switch to presenter camera
Selection of camera or source delivered to the presentation monitors will be determined by the CODEC
Selection of far end people and content delivered to projectors shall be provided
Access point for manual override of selections shall be provided
Audio control requirements:
Echo cancellation shall be provided for all microphones
AGC shall be provided for all microphones
Source audio shall be AGC and limited
Access point for manual override of audio control of level and muting shall be provided
Audio telephone conferencing shall be integrated into system
Recording requirements:
System shall be configured to record presentations from local or far end sites automatically