CENTRAL WYOMING COLLEGE / WYOMING PBS DIGITAL TELEVISION PLAY-TO-AIR SERVER. Request For Bids

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1 CENTRAL WYOMING COLLEGE / WYOMING PBS DIGITAL TELEVISION PLAY-TO-AIR SERVER Request For Bids SECTION I General Conditions and Requirements NOTICE IS HEREBY GIVEN that Central Wyoming College is requesting bids for the purchase of a DIGITAL TELEVISION PLAY-TO-AIR SERVER AND ASSOCIATED EQUIPMENT to replace the current server. The Wyoming PBS Grant Administrative Assistant will receive bids at the offices of Wyoming PBS, 2660 Peck Avenue, Riverton, Wyoming 82501, until 1:30 p.m., Monday, April 4, Late bids will not be accepted. Bids shall be sealed and clearly marked PLAY TO AIR SERVER. Bids will be opened and read publicly shortly after 1:30 p.m. at the offices of Wyoming PBS. A contract will not be awarded until the Central Wyoming College Board of Trustees has reviewed the bids and authorized negotiation of contracts. Bid documents can be obtained at Wyoming PBS, Grant Administrative Assistant, 2660 Peck Avenue, Riverton, Wyoming 82501, or by calling Jan Jensen, at Questions regarding the equipment specifications should be directed to Bob Connelly, Assistant General Manager, Wyoming PBS The College reserves the right to reject any and all bids and to waive any irregularities, formalities, or informalities in the bid process, and to award the bids as may be in the best interest of the College. 1. SUBMISSION OF BIDS: It is the responsibility of the bidder to carefully examine the Request for Bid document and be familiar with all of the requirements, stipulations, provisions and conditions. All changes, additions, or clarifications to the RFB documents will be done with a numbered addendum. No bids will be considered in which any of the conditions or provisions have been modified. No oral or telephone interpretations of the bid documents shall be binding upon the Central Wyoming College. Bids received after the time and date specified will not be considered and will be returned unopened to the firm. FAXED AND BIDS WILL NOT BE ACCEPTED. Three (3) copies of each bid are to be submitted to: Ms. Jan Jensen, Grant Administrative Assistant Wyoming PBS 2660 Peck Avenue Riverton, Wyoming no later than 1:30 p.m., local time, on April 1, VENDOR QUALIFICATION: Bidders shall be the manufacturer of, or authorized representatives of the manufacturers of the equipment specified. The vendor shall be fully able to validate and execute warranty directly or on behalf of the equipment manufacturer.

2 3. CONTRACTOR PREFERENCE: Bidders are advised that the resident contractor preference and State of Wyoming materials preference statues contained in Wyoming Statutes Sections and and related statutes may apply to the submitted proposals to the extent required by law. Because of the nature of this RFB, the extent and the manner to which statutes apply will be considered and evaluated with respect to each responsible proposal submitted. Those bidders claiming Wyoming residency should include a copy of their Wyoming Certificate of Residency. This project is a public works project. The Owner is a community college district and a political subdivision of the State of Wyoming. As such, this project is subject to the state statutes concerning resident preferences, specifically, W.S and It is the sole responsibility of the Contractor to become acquainted with and to comply with laws regarding resident preferences. Pursuant to W.S (a), the contract shall be let to the responsible certified resident making the lowest bid if the certified resident s bid is not more than five (5%) higher than that of the lowest nonresident bidder. Pursuant to W.S , preference is hereby given to materials, supplies, agricultural products, equipment, machinery, and provision produced, manufactured, supplies or grown in Wyoming, quality being equal to articles offered by the competitors outside of the state. The extent and the manner to which these statutes, and any other applicable statutes, rules or regulations apply will be considered and evaluated with respect to each responsible bid submitted. 4. ACCEPTANCE PERIOD: All bids shall be firm for a period of 90 (ninety) days from the date bids are due. 5. AWARD OF BID: Acceptance of bids is contingent upon available funding and official approval. This bid cannot be assigned or transferred without the written consent of Central Wyoming College. Where terms conflict, provisions contained within this RFB take precedence. Minority business enterprises will be afforded full opportunity to submit a bid and to contract with the college and will not be subject to discrimination on the grounds of race, creed, national origin, sex or handicap in consideration for an award. By submitting a bid, the firm certifies under penalty of perjury that it has not acted in collusion with any other firm. 6. PROPERTY OF THE DISTRICT: Documents submitted, as a response to this RFB, shall become the property of Central Wyoming College. Such documents, as property of Central Wyoming College, are subject to public disclosure as prescribed by Wyoming statutes. Proprietary information must be identified and will be protected to the extent allowable by Wyoming law. 7. CONSIDERATION OF BIDS: Price, warranty, and the equipment that best integrates with the existing system while meeting the needs of Wyoming PBS will be factors in the selection of the equipment.

3 8. WARRANTY: Warranty periods will commence upon receipt of a letter of final acceptance by the vendor s representative upon agreement by all parties, Wyoming PBS, Clements Technical Services and the Manufacturer s representative, that the system is properly installed, operational and fully compliant with all specifications. Vendor and/or manufacturer shall be responsible for the shipping cost both ways and any other expenses for equipment repair on site or elsewhere for any equipment which is not received in an operating condition and meeting the manufacturer s published specifications. Equipment warranty statements shall be provided with the bid response. 9. RETENTION OF FUNDS: Wyoming PBS shall retain Ten (10) percent of the total bid price as a final payment until all equipment, material and documentation meeting specifications are delivered to Wyoming PBS and all claims and provisions of the contract are completed. 10. SHIPPING: All equipment and material shall be shipped to the attention of the Chief Engineer, Wyoming PBS, 2660 Peck Avenue, Riverton, WY not later than 90 days after receipt of order. Methods and schedule of shipping shall be arranged upon letting of the contract. The successful bidder(s) shall prepay freight and present invoices for the actual amount of the shipping charges. As part of the proposal response bidders shall provide an estimate of the freight charges. 11. EXCEPTIONS/ SUBSTITUTIONS/ ALTERNATIVES: Exceptions to any part of specification shall be indicated in writing and included with the bid response designating the section, item number and/or paragraph to which the exception refers. Central Wyoming College may consider equipment other than that specified if equal or better specification, function and value. Bidders proposing alternative equipment shall provide sufficient documentation to permit Central Wyoming College to evaluate any such alternative. 12. LAWS AND REGULATIONS: All equipment shall comply with applicable Federal, State and local laws, regulations and codes and be constructed using best engineering practices. 13. MANUALS: Except as noted at least two (2) copies each of a maintenance and operation manual (instruction sheet) shall be provided of each model type of equipment supplied. Manuals shall be provided in an electronic form (DVD, memory stick etc.) 14. EXTENDED MAINTENANCE AGREEMENTS: Vendors shall indicate in their response any costs associated with ongoing software and hardware support beyond the initial warranty period. 15. PERFOMANCE BOND: The successful bidder will be required to post a performance bond equal to 100% of the Bid Price naming Central Wyoming College as the recipient in the event of a default. 16. DETAILED SPECIFICATIONS: Manufacturers Requirements a) The equipment manufacturer shall have a proven record of supplying Play-to-Air Servers (Server) to the United States Broadcast industry for not less than 5 years. A complete user s list of the Server specified in response to this bid shall be included

4 as part of the bid response. b) The Server manufacturer shall have a service department that is manned 24 hours a day, 365 days a year. c) The manufacturer shall employ a staff of full-time customer service engineers available for telephone consultation, or on-site service. d) The manufacturer shall provide parts and service for a minimum of ten years after the sale of the equipment. e) The Server manufacturer shall conduct an on-site training seminar for Wyoming PBS personnel. f) The Server manufacturer shall provide Service Bulletins to inform customers of modifications and improvements to the hardware or software systems installed.. These bulletins shall provide instruction book updates when necessary. g) To provide server owners with the latest server improvements, the server manufacturer shall have a demonstrated policy of providing up-date kits whenever possible. h) The manufacturer shall warrant the Server to be free from defects in material and workmanship under normal use and service for a period of one year from the date of on-site commissioning. The obligation under all warranties shall be limited to the replacement of defective components and to the shipment of replaced parts to the purchaser FOB factory. Standard published warranties shall apply to any item not identified with the Server manufacturer s trademark or trade name. i) As a demonstration of the manufacturer s commitment to quality, the manufacturer shall have ISO-9001 registration and that registration shall be in good standing. j) The Server shall be supplied with two sets of technical manuals. These manuals shall include installation instructions, operating instructions, maintenance instructions and trouble-shooting procedures. The manuals shall also include parts list that includes the part number, circuit designator, description and generic number wherever possible. The manuals shall include wiring diagrams with wire numbers and circuit schematics with component designators and values. In addition to hard copy manuals, the manuals should be delivered in an electronic form i.e. DVD or CD. k) Vendor shall disclose on the quote which hardware is available off-the-shelf (available from other common vendors) and which hardware is proprietary.

5 2 Server General Description a) The Server s storage should provide two separate file systems each with approximately 25 TB of usable storage and protected by hot swappable disk drives configured for RAID 6 storage. The combined storage array should be configured in a space efficient design. The storage array should be controlled by redundant high availability server heads connected to each other via wideband connectivity for instant load balancing and fast failover between server heads. The system should be designed such that the future addition of channels can be accomplished without a change in server heads. The system should be designed with no single point of failure. b) All input/output channels should be hot swappable in order that channels can be added, replaced or removed from the server system without the need for a system shutdown or re-boot c) Input/Output control shall be via Ethernet and RS-422 and be compatible with VDCP and BVW protocols over RS-422 d) The automation/ server interface shall support both serial (VDCP) and TCP/IP (through native API) protocols. This will enable advanced server media management and play-to-air control features. e) Server shall have the ability to record, store and playback multiple formats of media at the same time, including MPEG-2, XDCAM HD, DV, DVC PRO, Quicktime X and other files and formats mentioned throughout this document. f) Server shall support simultaneous, frame accurate playback on all ports of any clip, in any supported format, without any performance degradation, regardless of clip complexity or duration. g) All server outputs shall be locked to an external reference signal (Color Black, NTSC SMPTE 170 M) provided by the customer h) Server shall not contain any software, third party agreements or licenses that are required to be renewed for the continued operation of the system. i) Server components shall operate without the use of Microsoft OS. j) Server should have the ability to power-up / start-up its components in any sequence. k) Server shall be operational (serving video) in less than 5 minutes when it bootsup from an unpowered state.

6 l) The storage environment must provide a means to easily transfer files from such clients as: non-linear editors, PBS NGIS edge server and others such as FTP, CIFS or NFS. m) Each Server head should provide a 10GigE connection to the storage system and include a large cache memory of 24GB to enhance read/write functions to the disk storage. n) SD and HD video encoders and decoders should inter-connect to the storage environment via a cost-effective high bandwidth network. o) SD encoder/decoder codecs should support Long GOP MPEG files 4:2:0 to 15 Mbps, 4:2;2 to 50 Mbps, DV 25, DV 50, IMX 30/40/50 (D10). Multiplex stream formats should include MXF, MOV, MPEG-2 Program/Transport and DV Standards. Serial digital I/O signals must be SMPTE-259M compliant with up to eight embedded AES channels (16 audio tracks) and compressed VBI lines supported p) HD encoder/decoder codecs should support encoding multiplexed as MPEG-2 Program and Transport streams, MOV with support for XDCAM-HD up to 50 Mbps, MPEG-2 Long GOP to 80 Mbps, NGIS AS-03 files and support for MXF OP1A. Serial digital I/O signals must be SMPTE-292M compliant with up to eight embedded AES channels (16 audio tracks). q) Closed Captions must be transcoded from HD (708) to SD (608) when played out an SD port. Closed Captions must be transcoded from SD (608) to HD (708) when played out an HD port. r) Server must be configured with a minimum of 2 bi-directional SD input channels (upgradeable to HD) s) Server must be configured with a minimum of 3 bi-directional HD input channels. t) Server must be configured with 7 HD or SD play out channels (configurable via supplied software) with up or down conversion to at least 480i, 720p, 1080i. u) HD decoders must provide up-conversion of legacy SD MediaStream files. Legacy MediaStream HD files must be down-converted to provide a frame accurate SD play-out on SD outputs. v) System must be provided with all necessary hardware to mount equipment in a standard EIA 19 enclosed rack

7 w) System must include all necessary interconnection cables and equipment (including but not limited to network and IP data communications) Wyoming PBS System Integration contractor, Clements Technical Services will be responsible for cabling to interface the Server components to other subsystems in the facility. x) Server shall be capable of continuous back to back clip playback out of a single channel. 3. System Management a) The proposed server shall be equipped with a Graphical User Interface, enabling operator control and setup of all server parameters. b) Server management system shall include an SNMP compliant monitoring function enabling remote monitoring of server parameters c) Server management system shall provide for notification of alarm events for server components d) Server management should be independent of Server ingest or playout operations and should be able to be shutdown without disrupting Server air-play functionality e) Server management system should allow complete remote server management from networked computers using a standard web browser interface (HTML) f) Execution of any applications in the background (e.g. virus protection, logging tools) shall not under any circumstances impact the real time/frame accurate system performance. g) Server shall interface with Wyoming PBS existing software infrastructure. This includes the NVerzion Automation System and ProTrack Scheduling Software. 4. NGIS Compatibility a) The vendor will certify that they have been in contact with PBS and understand the current proposed or actual NGIS workflows and standards, and disclose any areas with they are not able to comply with those standards. b) The server file format will be compatible with the PBS NGIS file workflow, using the Advanced Media Workflow Association AS-03 initiative c) The server shall be capable of ingest and playback of MXF files with AFD data (VANC tracks in accordance with SMPTE 436M)

8 . 5. File Transfer a) The vendor will supply a device to convert our existing Pinnacle MediaStream 8000 files with accompanying captions to the vendor s format. The system must provide and interface through the existing MediaStream ConnectPlus to see the file system of the existing MediaStream servers with the ability to select program elements on a file by file basis and import them to the new system without transcoding the video essence. The system must be able to play files out of the new server in either HD or SD with appropriate captions. b) Final acceptance will not occur until the legacy files from the Pinnacle 8000 are resident and operational on the new Server. 6. INSTALLATION The Server will be installed by Clements Technical Services (CTS) the systems integration company contracted to integrate the new server into the existing broadcast system relying on manufacturer provided installation drawings. As the installation of the new Server must occur while the station continues on-air operations utilizing the old server it is essential that a stepped approach to the transition from the old to the new occurs minimizing the disruption to on-air operations. CTS has been tasked with developing the transition plan The Server manufacturer, or their designated representative, selected will need to work closely with CTS to develop a schedule for installation and on-site support for commissioning and file transfer operations. Installation will not begin until all necessary components are on site and the Server provider, CTS and Wyoming PBS personnel have agreed on an installation schedule. This will ensure a coordinated effort with all parties committed to the same time

9 CENTRAL WYOMING COLLEGE / WYOMING PBS DIGITAL TELEVISION PLAY-TO-AIR SERVER Bid Response Equipment Quoted (attach separate sheet if necessary): Total Bid $ Quote prepared by: Title: Signature: Date Name of Company: Years in business Address: City/State: Phone: T.I.N. Fax: Wyoming Resident Business Y N Delivery Will Be Made On Or Before Quote must contain this sheet.