1. Is it required that each company that bids on this RFP be pre-registered or pre-qualified prior to bidding?

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1 To: From: All Prospective Bidders Purchasing Department Date: September 9, 2015 Subject: Inquiries and Responses RFP#: Fixed A/V Maintenance/Repairs/Equipment Services Inquiries and Responses: 1. Is it required that each company that bids on this RFP be pre-registered or pre-qualified prior to bidding? Answer: Companies do not have to be pre-registered or pre-qualified to bid on this project. Each company must be registered in I supplier to bid on project. 2. Is each of the room deficiencies being bid on separately or is it bid as one large project? Answer: All of the room deficiencies will be bided as one large project. 3. If our company was not able to attend the pre-bid meeting, are we still able to bid on RFP? Answer: The pre-bid meeting is a non-mandatory meeting; therefore a company that was not able to attend will be allowed to still place a bid for the RFP. 4. What address can companies submit questions for this RFP? Answer: All questions can be submitted via to 5. Please confirm if there is an active service contract for any of the installed AV equipment, which company owns that service contract, when it is set to expire, and which sub contractors, if any, they are using to provide service. Answer: There is no active service contract on any of the installed AV equipment. All equipment was under warranty from opening which has recently expired. 6. Will the Authority provide access to an on-site man-lift if the technician needs to access anything in the ceilings or higher than a normal ladder? Will on-site ladders be available for the Service Provider, or must they bring their own? th Avenue South Nashville, TN

2 Answer: Man lifts will be provided and scheduled through the Director of Technology, as long as the Service Provider and subcontractors sign a Hold Harmless Agreement and follow all OSHA regulations. Service Provider must bring ladders. 7. Most maintenance contracts require that the Service Provider and its technicians hold certifications from the Manufacturers so that equipment is maintained or repaired according to the MFR requirements. Which certifications will be required from the Service Provider that holds the contract? Answer: We require the contractor or its sub-contractors to hold active certifications on Crestron and QSC equipment per the MFR to repair, program and maintain the equipment listed in the RFP. 8. If a MWBE or SBE is participating in any part of this contract, which certifications are required of those companies and their technicians that are servicing the equipment? Answer: This is depending on the scope of work required for the DBE. 9. Will the Authority consider another pricing model beyond a Time & Materials contract- as in a full equipment coverage contract? This would not only provide for on-site service, but the responsibility of the equipment- to fix, repair or replace would be on the contractor holding the service contract. Answer: We would entertain a full equipment coverage contract. However, must bid both ways to be considered. 10. If Service Provider is asked to install owner-furnished equipment, how will miscellaneous cables, wire, adapters, connectors and other hardware be paid for that are required for the complete install? Answer: Music City Center would be billed separately for miscellaneous parts as approved by Director of Technology. 11. For programming of new or modified control systems, where will the programming code be kept for future MCC access? Answer: MCC s technology team has access to the current code and will maintain any revisions. 12. When using this contract to install owner-furnished equipment, in addition to the general labor rate, are professional labor hours able to be included for Project Management, Programming and Engineering personnel who may also need to be included in the completion of these systems? Answer: Will be quoted per job to install Owner Installed Equipment. 2

3 13. Please confirm that the hourly rate for all items in the pricing sheet is a per-man hour. Answer: All hourly rates need to be entered per man hour 14. For current and future Convention Center Authority bids that include AV equipment, installation and warranty, will this contract be used at all for that system which is bid? Answer: No. It is for the fixed audio/video equipment only. We can seek out bids from the successful vendors on everything else related. 15. What audit system will be in place to confirm the amount of time spent on any service request? Answer: Each day scheduled the Service Provider must check in with the Director of Technology or his/her designee upon arrival and departure. 16. If the Authority/MCC requests service after normal business hours and weekends, is there an after-hours rate that may be charged? If so, where do we list that price on the bid response? Answer: Any work requested for after normal business hours may be quoted separately at the time of the job. 17. Beyond the hourly rate for service calls and PM visits, is there a base bid/ cost that MCC will pay the Service Provider for managing the account and handling all administrative duties and invoicing? Answer: No, there is not a base bid for managing the account or handling the administrative duties. You should include this in your hourly rate. 18. Beyond the requests annual 40 hours of support, what other guaranteed amount of time will MCC purchase from the Service Provider in utilizing this contract? Answer: There is no other guaranteed time in this contract. Please understand that the 40 hours in is addition to the annual inspection and should be included in the annual cost. 19. Who is the current in-house AV Contractor? Answer: LMG 20. Is having an on-site employee of the Service Provider of interest to MCC in lieu of this contract? Answer: No 21. How many bid responses are required in order for MCC to move forward with a contract for these services? Answer: There is not a minimum bid required. 3

4 22. Crestron programming changes will be part of the Service Provider requirements; what level of Crestron programmer must the Service Provider have on-staff? Will sub-contractor programmers be allowed to perform work for the Service Provider? Answer: Service provider must have a certified Crestron programmer or have a subcontractor that does. 23. Exhibit B- Cost Criteria Form has only an hourly rate for Annual PM, General Labor and Professional Labor. What should be entered in the Amount Column- is that number of hours we guess you may need, or estimated total cost for each service annualized? Answer: Hourly rate goes in the amount column. 24. Will a local point of contact be required to sign any documentation from the vendor? If so, what must the document include? Answer: The Director of Technology or his/her designee will need documentation on the work performed with the number of hours it took to complete the task, along with a signature. 25. Will the hourly rate include portal-to-portal time? Answer: Please clarify what is meant by portal-to-portal time? 26. How are change-orders addressed, using this contract? Answer: Requisitions or additional invoices. 27. Where do we list hourly rates for after-hours, weekends, holidays, over-time? Answer: Any work requested for after-hours, weekends, holidays, or over-time may be quoted separately at the time of the job. 28. Will the vendor be required to maintain an inventory list? If so, will they also be required to maintain the list if new or replacement product is added to the systems? Answer: The vendor will be required to maintain the inventory list, and the MCC will communicate any changes or modifications. 29. In event of re-programming or add-ons to existing control system program code, if the owner or contractor does not have the code, is the Authority willing to pay for re-writing the code using the professional labor hourly fee? Answer: The MCC has access to the existing code. 30. Will MCC provide a token for VPN access to allow technicians and programmers a remote-access into more advanced systems that include control systems? Answer: Remote access can be arranged. 4

5 31. Can a bank of hours be issued on a PO#, allowing the vendor to invoice against that per service call- pending the invoice includes an audit of time spent onsite? Answer: Yes. This is something that can be considered. 32. Crestron DM equipment requires certain certifications to sell, install or service. Which Crestron certifications do you require of the vendor? Answer: The vendor or its subcontractor must be certified to work on the equipment listed in Appendix B. 33. What are some examples of allowable "Additional Fees" that are not listed within the bid package? Answer: N/A 34. What is the penalty for not responding within the timeline required of the Service Provider, either by return phone call, or on-site? Answer: Depending on the circumstance. This would be considered breach of contract. 35. Will the Authority provide a parking pass for the technician? Where will the parking be? Answer: Yes, Level P3 of the garage on days scheduled only. 36. Is there a maximum number of miles that a Service Provider brick and mortar location be from the Music City Center? Answer: No, as long as you can responds in the time frames noted. 37. If Service Provider installs and programs any OFE equipment not provided by the Service Provider, what warranty is required on workmanship and labor as part of installing and programming those systems? Answer: Typical manufacturer s warranty 38. Are background checks required of employees of the SBE/SDV that may work with the Service Provider? Answer: No. 39. Will more than one Service Provider be selected for this contract? Answer: No 40. How many subcontractors are allowed under the Service Provider? Answer: There are no restrictions 5

6 41. How often may the Service Provider change the hourly rates per year? Answer: Will be considered upon request in writing to Music City Center. 42. If a service call is requested but the problem cannot be duplicated while on-site, how long is the technician required to stay onsite in effort to troubleshoot the stated problem? Answer: After discussion with the Director of Technology or his/her designee, if a problem cannot be duplicated, the contractor is not required to stay onsite. 43. For the professional labor services, what is the response time to complete the design, and the install once initial request is made? Answer: Design is not included under the scope of this contract. 44. When the award is made, will it be issued for a period of 12-months with an option to renew each year? Answer: The term is a 5 year contract. 45. Will the Service Provider s technicians require an escort at each location? Is the escort only from entrance to the room, or is the escort required to stay in the room while work is being performed? Answer: Service provider technicians will be required to check in at the command center, and obtain credentials to work in the facility. They will be escorted to the designated location to perform the work. 46. Does the MCC own any critical spare parts equipment? If so, please provide that list. Answer: No, the MCC does not have any critical spare parts. 47. Will Metro Nashville provide the most updated Programming source code for Crestron installed systems at time of award? Answer: Yes, but the programming source code will be provided by Music City Center. 48. If the contractor is required to act as agent of Metro to ship product back if it cannot be repaired onsite, how is freight and packaging costs covered under this contract for the contractor? Answer: The contractor would not be required to as act as agent of Metro. However, in the event a product need to be ship, you would notify Director of Technology his/her designee of needed repair then all costs, including freight and packing costs will need to be included on quote. 6

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