NYU Langone Health
AV- Research - 180 Madison Avenue
Request for Proposal
September 25, 2017
Presented by:
NYU Langone Health
Table of Contents
1. Project Overview 3
1. Milestone Calendar 4
2. Proposal Submission Requirements 5
3. Proprietary Information, Non-Disclosure 5
4. Costs Incurred 5
5. RFP Proposal Terms 5
6. NYULH Reserves Right to Refuse Any and All Proposals 6
7. Effective Period of Prices 6
8. Software and Licensing 6
9. Pricing 6
10. Company Profile 6
11. Past Performance and References 7
12. Evaluation Criteria 8
13. General Functional Specifications 9
1. Project Overview
NYULH is conducting a Request for Proposal (RFP) for the design, furnishing of equipment, installation and support of the audiovisual systems at 180 Madison Avenue, New York, NY 10016, (the “Project”). NYULH invites you (the “Proposer”) to submit a proposal in accordance with the requirements, terms, and conditions in this RFP.
The section below provides a general breakdown of the rooms and systems included in the Scope of Work.
Room Type / Room Number / QtySeminar Room / 212 / 1
Classroom / 1M01 / 1
X-Large Conference Room (Portable) - Typical of 1 / 213, 315 / 2
X-Large Conference Room (Permanent) - Typical of 1 / 314 / 1
Large Conference Room (Typical of 1) / 220, 211 / 2
Medium Conference Room 7 Person (Typical of 1) / 230, 330, 430, 530, 630, 730, 830, 930, 1730 / 9
Small Conference Room 5 Person (Typical of 1) / 240, 340, 440, 540, 640, 740, 840, 940, 1740 / 9
Meeting Room (Typical of 1) / 320, 420, 520, 620, 720, 820, 920, 1720 / 8
Work Room (Typical of 1) / 410, 510, 610, 710, 810, 910, 1710 / 7
Quiet Room / 401, 501, 601, 701, 801, 901, 1701 / 7
Display Signage (Typical of 1) / Mezz, 2, 3, 4, 5, 6, 7, 8, 9, 17 / 10
Control System and User Interface Programming / Pepperdash-Contact Howard Nunes @ (617) 208-0123 x402, / 1
1. Milestone Calendar
The following calendar of events based on planned NYULH activities and anticipated Proposer delivery capabilities.
Date / TimeRFP Release Date / September 25, 2017
Acknowledgement of Proposal and notification of intent to bid / October 2, 2017 / 5 PM
All inquiries submitted by Proposers / Closing Date / October 9, 2017 / 5 PM
NYULH responses to inquiries sent out / October 16, 2017 / 5 PM
All proposals are due / October 23, 2017 / 5PM
Cabling / Rough in / Estimated Start: March 12, 2018
Installation and Commissioning / Estimated Start: April 18, 2018
Temporary Certificate of Occupancy / TBD
Substantial Construction Completion [General Contractor] / Sequenced throughout stack
Go Live / Sequenced throughout stack
2. Proposal Submission Requirements
All proposers who plan to submit a proposal shall notify NYULH by email to ITSourcing @NYUMC.org no later than 5PM EST, October 2, 2017. Password to download RFP files will be provided when proposer notifies NYULH of interest to submit a proposal.
Proposals shall be made only on the forms provided and all blank and underlined spaces in the forms shall be fully completed.
Proposals shall be submitted electronically to ITSourcing @NYUMC.org no later than 1 p.m. on October 23rd, 2017. Late proposals will not be considered.
If you choose not to submit a proposal please submit a declination letter to ITSourcing @NYUMC.org at the earliest.
Note to Proposers: All questions regarding interpretation or specifications must be submitted in writing to ITSourcing @NYUMC.org only. Under no circumstances will proposer contact any employee of NYULH. Any dialogue initiated by the Proposer not addressed to contacts above will result in immediate disqualification. Discussions on other business matters not related to this RFP are acceptable.
3. Proprietary Information, Non-Disclosure
Proposer shall have no rights to this document or the information contained therein and shall not duplicate or disseminate said document or information outside the proposer's organization without the prior written consent of NYULH.
4. Costs Incurred
All costs incurred in the preparation of the Proposal must be borne by the Proposer. By submitting a Proposal, the Proposer agrees that the rejection of any Proposal, in whole or in part, will not render NYULH liable for incurred costs and damages.
5. RFP Proposal Terms
Proposals are to be based on the requirements contained in this RFP and referenced documents unless exceptions are taken by the Proposer as clearly redlined or annotated in the Proposal. NYULH reserves the right to negotiate the final scope of work, and price before entering into a contract. Specifications, requirements or descriptions not clearly redlined or annotated in the Proposal shall be deemed accepted by the Proposer. Additionally, by submitting a proposal, the Proposer acknowledges that NYULH reserves the right to incorporate any or all of the Proposer’s RFP responses into final contracts and NYULH reserves the right to award all or any portion(s) of the Work to persons other than the Proposer.
Finally, NYULH reserves the right to adjust the evaluation criteria after finalizing the scope and pricing requirements at any time and to award a contract to any Proposer as NYULH determines in its sole discretion to in its best interests.
6. NYULH Reserves Right to Refuse Any and All Proposals
Nothing in this RFP shall create any binding obligation upon NYULH. Moreover, NYULH, at its sole discretion, reserves the right to reject any and all proposals as well as the right not to award any contract under this proposal process.
7. Effective Period of Prices
All pricing Proposals by Proposer will remain fixed and firm through January 1, 2018.
8. Software and Licensing
All software, firmware and licenses necessary to achieve full functionality must be included.
All software update software services must be included in support or maintenance services proposal, including firmware updates and any other software related to the solution.
9. Pricing
Please provide pricing information in the enclosed Attachment. All hardware, support and services should also be included for 5-year agreement. Please include renewal terms and costs.
Please see the enclosed Attachment A to provide your pricing information
10. Company Profile
The Proposer will offer a comprehensive package for storage services as specified in this RFP to all NYULH facilities. All questions in this RFP document must be answered.
All Proposers are required to fill out the Contractor qualification questionnaire provided as an attachment to this RFP as well as to indicate your compliance with and document any exceptions to each of the following requirements to demonstrate overall firm history of integrity, safety and financial stability
In addition, please provide:
a. The company’s full name, address, main telephone and appropriate contact information including e-mail address.
b. A brief historical perspective on your company (years in the business, growth via mergers and acquisitions, key industry innovations.)
c. What are your company values?
d. Describe your corporate culture. Explain how you differentiate yourself from your competition.
e. Describe the full range of services your company offers and the corresponding rates. Include all services that will be available and all expenses that we would incur under this agreement.
f. List office locations and specific responsibilities of each area.
g. Please provide an overview of your company’s growth over the past five years.
h. Provide audited financial statement for the two fiscal years immediately prior to this one.
i. What percentage of your business is in healthcare?
j. Company description: including ownership, number of years in business, strategic direction, mission, history, acknowledgements or awards.
k. Recent financial results.
l. Partner relationships.
m. Description of selection criteria for contractor or co-implementation partners
n. Work force distribution by country, city, state, etc.
o. Total number of employees: Include number of project managers, implementation specialists, development engineers, % full time versus contracted, etc.
p. Average number of years of application and implementation experience and business process definition for consultants and managers.
11. Past Performance and References
A. Provide at least three (3) references of past deployments in a hospital or enterprise environment setting of similar size and scope of NYUHC. NYUHC may arrange site visits to review the deployments implemented by the proposer.
For each reference, please include the following:
a. Organization name, contact name, title, address and telephone number.
b. Describe the relationship and services provided.
B. Provide current and past account information, of similar size and configuration. Include:
a. A current, long-term customer.
b. A current customer implemented in the past 18 months.
c. A former customer terminated within the past 18 months and reasoning for termination other than consolidation.
12. Evaluation Criteria
NYULH plans to evaluate the Proposer’s response based on the following criteria. Your proposal should address all items below. All Proposers shall be evaluated on their demonstration of moral, financial and technical responsibility.
Technical Evaluation Criteria
1. Approch to the Work
2. Functional Requirements
3. Proposed project Team
4. Prior project Experience
5. Overall Firm Background
6. Understanding of NYUHC
7. Willingness to Accommodate Contracting Terms
8. Pricing – Price Exhibit
13. General Functional Specifications
PART 1 - GENERAL
1.1 Summary
A. Section includes the following:
1. Audiovisual equipment/systems and related control systems and programming.
B. General Conditions
1. The General Conditions, Requirements, and Special Provisions, of the larger body of specifications, of which this specification is a part, are hereby made a part of this specification. In the event that any clauses or provisions of the larger body of specification conflict with the letter or intent of this specification, the Contractor shall immediately notify the Consultant for clarification and direction.
C. The Specification
1. The “Specification” is defined as the body of documentation provided to the Contractor with the Request for Quotation, as well as all addenda to said documentation. Throughout this document, words such as “herein” refer to the entire Specification, and not just this written document.
D. The Specification includes, but is not limited to:
1. This written specification document.
2. The attached Audiovisual Systems Equipment List
3. All drawings, as listed in the List of Drawings or indicated on the drawing package cover page.
4. Additions and/or modifications as detailed in written addenda.
E. Additions and/or modifications as detailed in drawing additions or reissues.
1.2 Definition of Terms
A. Within this section of the specification, the following definitions shall apply:
B. The term “Owner” is used to indicate: “NYULH”
C. The term “Architect” is used to indicate: “HDR”
D. The term "General Contactor" or "Construction Manager" is the entity responsible for fitout of the interior spaces and coordination of all subcontractors “Skanska”
E. The term “Consultant” is used to indicate: “JAROS, BAUM & BOLLES”
F. The term “Bidder” is used to indicate that entity generating the bid response.
G. The term “Contractor” is used to indicate the successful Bidder to whom the Owner has awarded the contract.
H. The term “Furnish” is used to indicate the responsibility to procure and ship or deliver the item to the job site, freight prepaid, for receipt, staging and installation by others.
I. The term “Install” or “Installation” is used to indicate the responsibility of receiving the item at the job site, assuring adequate storage, unpacking or uncrating the item, physically securing the item or otherwise making ready the item for its intended use by following the instructions and approved methods of the manufacturer and those contained herein.
J. The term “Provide” is used to indicate the responsibility to both “Furnish” and “Install”.
K. The term “Provided by Others” shall refer to material and work, which is related to this contract, but has been provided by parties other than the AV Contractor. An example might be in reference to a projection screen installed during building construction but requiring interface to the AV control system.
L. The terms “NIC” and “Not In Contract” are equivalent to “Provided by Others”.
M. The term “OFCI” (Owner Furnished Contractor Installed) shall refer to equipment that will be furnished by the Owner for installation by the Contractor. The Contractor shall be responsible for installing and integrating this equipment as detailed herein.
N. The term “Installation Materials” shall reference installed cable, loose cable, terminations, cable management, voice/data/video patch cords, adapters, I/O panels, cable dressing, lacing bars, copper bus bars, labels, rack shelves, rack mounts, power strips/distribution and other materials as needed to install the systems defined herein.
O. The term “shall” is mandatory; the term “will” is informative; and the term “should” is advisory.
1.3 Bidder Qualifications
A. Please refer to Exhibit B Qualifications Questionnaire
1.4 Resources
A. A manufacturers’ line card for products in which the Contractor is an authorized Distributor or Dealer. Include date initially authorized.
B. A list of any manufacturers’ specialized technical certifications or designations held by the Contractor.
C. A list of manufacturers for whom the Contractor is an authorized service center.
D. A list of computer software and/or systems owned by the Contractor, which will be used to communicate, measure, draw, and/or document the project.
E. A list of system test equipment owned and used by the Contractor, including manufacturer, model number and, where applicable, latest software revision.
1.5 References
1. Please refer to Exhibit A, Reference Instructions
B. The Bidder shall be responsible for investigating any potential conflicts with site-related or union-related issues regarding use of personnel, scheduling, access to the site, storage of tools and equipment on-site, and other areas of potential conflict. If these issues impact the Bidder’s bid response, the impacts on cost and schedule should be clearly noted in the bid response.
1.6 Equipment Delivery and Storage
A. Costs of all shipping to the site, and of all storage requirements, shall be borne by the Contractor. It shall be the responsibility of the Contractor to make appropriate arrangements, and to coordinate with the authorized personnel at the site, for the proper acceptance, handling, protections, and storage of equipment so delivered.