Region 14 Education Service Center 1850 Hwy 351 Abilene, Texas (325) REQUEST FOR PROPOSAL

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1 Region 14 Education Service Center 1850 Hwy 351 Abilene, Texas (325) REQUEST FOR PROPOSAL Proposal Items: Full Room Videoconferencing Equipment / Expressway License DUE: Time and Date: Thursday, June 5, 2014 INTRODUCTION 1. This document is a Request for Proposal (RFP) for full room video conferencing equipment and Expressway license to be purchased with RUS Grant funding, pending the Release of Funds notification from RUS. 2. Region XIV Education Service Center is coordinating the RUS Grant for participating school districts and community colleges. Region XIV Education Service Center is located at 1850 Hwy 351, Abilene, Texas The fax number is (325) The purpose of this project is to purchase 2 full video conference rooms and 15 Expressway license. The video conferencing rooms will be installed at community colleges, one at Ranger College and one at Western Texas College. The Expressway license will be added to the existing video network infrastructure at Region 14. GENERAL CONDITIONS AND INFORMATION: 1. Sealed proposals will be received at the office of Mr. Robb McClellan, Director for the Center for Technology Services, Region XIV Education Service Center, 1850 Hwy 351, Abilene, Texas until the time and date indicated above, at which time they will be opened and acknowledged. Proposals received after the stated date and time will not be opened or considered. This RFP requires three (3) separate bids as identified in the General Description section of this RFP. Proposers must submit separate quotes for each request in separate sealed envelopes. Envelopes should be plainly marked: Custom room for Ranger College Custom room for Western Texas College Fifteen (15) traversal license/warranty for the Region 14 video network All bids shall be submitted in sealed envelopes plainly marked with the name of the bid and the time of the bid opening. Bids shall be opened at the time specified. All interested parties are invited to attend the bid opening. Any bid may be

2 withdrawn prior to the scheduled time for opening. Bids received after the specified time shall not be considered. 2. Proposals are to be made on the proposers companies quote work form. All equipment must be new. Proposer may not bid re-conditioned or refurbished equipment. Quotes submitted must be authoritatively executed by an officer of the company. 3. Additional information as related to the equipment quoted may be attached to the proposers quote. 4. Proposals must be firm for 60 days for Service Center acceptance from the opening date. 5. Payment is 30 days net in full, upon inspected / approved installation of the full rooms at both Ranger College and Western Texas College and providing Region 14 with the new release key for the additional 15 Expressway license and Region 14 s successful installation of the new release key. Personnel from the Region 14 DL Department will conduct the inspection / approval of the full room installations. 6. The Education Service Center reserves the right to accept or reject any or all proposals, waive all minor formalities, and to choose the proposal that best serves the interest of the Center. It is not the policy of the ESC to purchase on the basis of low price alone. Selection criteria are included as a part of the RFP. 7. Substitutions for the specified equipment or product will not be allowed. 8. If the price of an item listed exceeds the budgeted amount allowed, selected peripheral equipment may not be ordered. While the intent of Region 14 is to purchase all items listed, Region 14 reserves the right to only purchase selected items that best fit our needs. 9. Full room equipment will be shipped or delivered to the respective installation sites: i. Ranger College Attn: Billy Adams 1100 College Circle Ranger, Texas Western Texas College Attn: Roy Bartels 6200 College Avenue Snyder, Texas 79549

3 ii. Items damaged during shipping will be refused. iii. NOTE All items must be shipped on trucks with lift gates. Small items that can be easily handled may be shipped on standard trucks or delivery with prior notice and approval by Billy Adams at Ranger College / Roy Bartels at Western Texas College. Heavy or bulky items shipped on trucks without lift gates will be refused. 11. Questions concerning this RFP shall be in the form of an with the subject line RUS Grant Full Room Equipment Question or a phone call to (325) (office) or (325) (cell), or video directed to: Tommy Bearden, Distance Learning Consultant bearden@esc14.net SELECTION CRITERIA The Region 14 ESC awards contracts to the proposer deemed to provide the BEST VALUE for the goods and services being purchased. ESC does not award purchasing contracts on the basis of low price alone. ESC considers the following guidelines as cited in the ESC Policy Manual. In awarding a contract, the ESC may consider: 1. Purchase price; 2. The reputation of the vendor and of the vendor's goods and services; 3. The quality of the vendor's goods or services; 4. The extent to which the goods or services meet the ESC's needs; 5. The vendor's past relationship with the ESC; 6. The impact on the ability of the ESC to comply with laws relating to historically underutilized businesses; 7. The total long-term cost to the ESC to acquire the goods or services; and 8. Any other relevant factor specifically listed in the request for bids or proposals.

4 INVITATION KEY DATES 1. Qualified proposers are invited to submit a sealed proposal to this RFP. Receipt of a sealed proposal does not obligate the Education Service Center, Region 14 to pay any expenses incurred by the proposer in preparation of the proposal. 2. Before submitting a sealed proposal, the proposer shall consider the amount and character of the work described herein and the difficulties involved in its proper execution. The proposer shall include in their proposal, all costs that are deemed necessary by the proposer to cover all contingencies. 3. Proposals must include pricing for all the equipment / items listed on the Equipment List. All pricing must be valid for 60 days from the date RFP s are due. 4. It is the intent of Region XIV to award a purchase order to a single successful proposer on or after its approval by Mr. Robb McClellan, Director of Technology Services at Region XIV Education Service Center on Thursday, June 5, Listed below are the key dates associated with the project described in this RFP. Monday, May 19, 2014 Issue date of RFP 2:00 pm Thursday, June 5, 2014 RFP due date Thursday, June 12, 2014 Proposed selection approved and announced 45 days from issuance of PO Delivery / installation of all items purchased TERMS AND CONDITIONS 1. Specifications Services performed and provided will be in accordance with the specifications herein. Region XIV Education Service Center will decide the answers to all questions that may arise as to the specifications, quality, and acceptability of the services provided. 2. Award of a Purchase Order A response to this RFP is an offer to contract with Region XIV Education Service Center based on the terms and conditions contained in the RFP. Responses do not become contracts unless and until they are accepted through an authorized Region XIV Education Service Center designee by issuance of a purchase order. The purchase order is null and void if sold or assigned to another company without written approval of Region XIV Education Service Center. Written notification of changes to company name, address, telephone number, etc. shall be provided to Region XIV no later than thirty days from the date of change. 3. Payment - Payment will be made upon satisfactory delivery of all items, receipt of written warranty documents; and within 30 (thirty) days from receipt of a correct invoice.

5 4. Privacy - Both parties acknowledge that as a part of doing business and in the course of services being performed the Provider may have access to confidential and proprietary information. Both parties agree to strictly maintain confidentiality of such information. 5. Default or Abandonment If the Provider defaults on, or abandons the purchase order/contract, Region XIV reserves the right to cancel the purchase order/contract without notice. 6. Public Disclosure No public disclosures or news releases shall be made pertaining to this RFP without written approval of Region XIV Education Service Center. SCOPE OF WORK Region 14 Responsibilities Region 14 will install Expressway license Region 14 will inspect full room installations and report any installation deficiencies Region 14 will coordinate with the colleges to provide static IP addresses Region 14 will provide system names and video network information Proposer Responsibilities Order and install full rooms at the respective locations Coordinate installations of both full rooms with Tommy Bearden at Region XIV and at Ranger College: Billy Adams, and at Western College: Roy Bartels Immediate replace any defective equipment Notify Region XIV when the installation of each room is complete and request an inspection visit from DL Department at Region XIV Immediately repair or fix any installation / equipment issue deemed to be inadequate or deficient. Provide the DL Department at Region XIV with the Expressway license key Completion Criteria The proposer will have satisfied its obligations to the customer under this Scope of Work when tasks listed under Proposer Responsibilities are completed and approved by the Distance Learning Department at Region 14 ESC. QUALIFICATIONS OF PROPOSER The proposer shall have a strong working relationship with the manufacturers of all equipment proposed. In addition, the proposer must have been an authorized reseller of Cisco Video Conferencing products for a minimum of two (2) years. WARRANTY All items must include the standard manufacturer's warranty or in amounts specified on the Equipment List. In addition, all warranty for Cisco products must be through the partner support contract with partner owned help desk. In short, Cisco warranty must be through the vendors company and the vendors company must have their own support help desk as the first line of support. Three (3) years warranty on all Cisco products (except Ceiling Mic Audio

6 Science) with replacement parts shipped priority level same business day - telephone technical support during regular business hours. Extended warranty for each Cisco product must be in separate line items. Custom Room Design The Distance Learning Department at Region 14 ESC realizes these rooms are custom designed and as a result, proposers need the flexibility to design the rooms to fit unique room features and use designs / equipment the proposer is familiar with. The narrative below will provide that flexibility within guidelines. Below the narrative is a spread sheet that list specific equipment that must be included in the proposal. Other than the equipment specified in the spread sheet below, the vendor must include all auxiliary equipment, cable management, and technology necessary for the room installation. Each item listed in the spread sheet below plus the auxiliary equipment, cable management and technology necessary to do the installation must be specified by line item in the proposal. One system will be installed at Ranger College in Ranger, Texas. The other system will be installed at Western Texas College in Snyder, Texas. It is highly recommended that vendors conduct on-site visits to see the room where the equipment is to be installed before submitting a proposal. For on-site visits, contact: Ranger College Mr. Billy Adams Office: (254) x 213 Cell: (254) badams@rangercollege.edu Western Texas College Mr. Roy Bartels Office: (325) Cell: (325) rbartels@wtc.edu General Description The rooms will consist of 4 (four) 55 monitors, 2 in the front of the room and 2 in the rear of the room. The monitors must be wall mounted using adjustable tilt wall mounts. Wall monitors must be surge protected. On-site visits can determine if the vendor deems that additional wall support is necessary to hold the monitors. If deemed necessary, the vendor should include the additional wall support as a line item in their proposal and install said wall support. The codec, cameras, and microphones must be Cisco products. These items have been specified in the list of equipment below. Each room will have 2 cameras, an instructor camera and a student camera. The cameras are to be wall mounted on shelves. Cameras must be surge protected.

7 When the system is turned off from the touch panel, or when it goes to sleep, all monitors must also turn off or go into sleep mode. The codec and DVD players will be rack mounted or placed on rack mounted shelves in the Spectrum Teacher Console. Proposers should consider how they want to rack mount the DVD s in the Spectrum Console and include in their proposal optional shelving for the console if necessary. DVD equipment must be labeled separately as play and record. The play DVD will be installed above the record DVD. All equipment in the console must plug into a rack mounted surge protected power strip. Each room will have a minimum of 2 microphones, a ceiling mounted Cisco Audio Science mic and a table top instructor mic. If the vendor determines during the on-site visit that a second Audio Science ceiling microphone is necessary for full room audio coverage, than a second Audio Science microphone should be included in the quote. All cables are to be routed through the walls and ceiling where possible. If routing through the walls/ceiling is not possible due to room construction materials or design, cables are to be run through high quality/durable conduit. The touch panel must be a Crestron V Panel 12 tilt HD touch screen. The touch panel must be programmed to resemble / function like a Tandberg MXP Educator touch panel. Instructors at both Ranger and Western Texas College are familiar with Tandberg MXP Educator touch panels. Programming the Crestron touch panel to resemble / function like a Tandberg MXP Educator touch panel will simplify the equipment operation learning curve. Proposers are encouraged to provide documentation related to programming the Crestron to make it resemble / function like the Tandberg MXP Educator touch panel. Each room must include a separate audio system for high quality audio. At a minimum, on-site training must consist of training on the touch panel and basic troubleshooting of the equipment. The Distance Learning Department at Region 14 Education Service Center, Ranger College, and Western Texas College will be real particular concerning the custom room installation. While price is always a concern, the room installations must be clean and contain the auxiliary equipment, cable management and technology necessary to make the rooms completely functional with high quality video and audio. Vendors are encouraged to include a narrative with their proposal explaining the high quality of their installation and why specific auxiliary equipment / technology were included in their proposal. If the proposer has installed a similar room previously, please include contact information for that installation as a reference. For network connectivity, currently Ranger College connects to the Region 14 video network through global internet. Western Texas College has wireless connectivity to our network. Both institutions currently run multiple video conferencing systems on the Region 14 video network. Each institution will provide the installer with a static IP address. The DL Department at Region 14 will provide the installer with additional network information such as system name, gatekeeper information, and E.164 alias.

8 Because of possible differences in installation rooms at Ranger College and Western Texas College, vendors must submit individual proposals for each site. Each proposal must clearly be labeled by college name. As an optional item, please include the cost of multisite software for the Cisco SX-80. Do not include the price of this optional item in the full room quote. List it as a separate item. Region 14 will be adding 15 Expressway traversal calls to our VCS and warranty on those additional 15 licenses. On a separate quote from the custom rooms, include a quote for the 15 additional license and warranty. It is our intent to award the bid to an individual vendor for both the custom rooms at Ranger College / Western Texas College and the 15 Expressway traversal licenses, but the custom rooms and the traversal license need to be on separate quotes. Region 14 will add the cost of the custom room for Ranger College, Western Texas College, and the Expressway licenses/warranty to determine the total cost from the vendor. In short, this RFP requires 3 separate quotes: 1. Custom room for Ranger College 2. Custom room for Western Texas College 3. Fifteen (15) traversal license/warranty for the Region 14 video network Room Design, Project Management, Installation, Testing, Training, and Shipping All cost associated with the room design, project management, installation, testing, training, shipping, and/or any other expense must be included in the proposers quote. The cost can be line itemed and/or bundled and/or included in the unit cost of the individual item. The following page contains the specified equipment to be installed at each college.

9 Specified Equipment Part Number Description CTS-SX80-IP60-K9 Cisco - SX80 Codec Precision 60 Cam Touch 10 CON-PMDN-CTSSX860 Cisco - ESS WITH 8X5XNBD Cisco SX80 Codec Prec 60 Cam Tou0 TM60 (3 years) CTS-CAM-P60 Cisco- TelePresence Precision 60 Camera CON-PMDN-CTSCAM60 Cisco - ESS WITH 8X5XNBD Cisco TelePresence Precision 60 Camera (3 years) CTS-MIC-TABL60 Cisco - TelePresence Table Microphone 60 CTS-MIC-CLNG= Cisco - Ceiling Mic Audio Science (NOTE - no extended warranty on Audio Science) CTS-MTKIT-UA Cisco - Audio Science Mounting Kit 55LS460E LG - 55 LED HDTV 1080p, HDMI, 2yr. Warranty V96F001MUS Samsung SDP-960 Digital Presenter SXGA, built-in reference monitor TPMC-V12-TILT-B Crestron - V-Panel Integrated 12" Tilt HD Touch Screen, Black CD Spectrum Console #2, 36" high, color CD Spectrum rack mount locking file drawer Spectrum Executive Instructors Drafting Stool (fabric color to match console) Spectrum power/communications module (quantity 2 per console) DVD Player DVD Recorder System Design, Project Mgmt, Installation, Equipment Testing, On-Site Training, and Shipping Expressway License L-VCSE-10 L-VCSE-5 10 Expressway traversal calls 3 years warranty on 10 Expressway traversal calls 5 Expressway traversal calls 3 years warranty on 5 Expressway traversal calls Optional Item for full rooms LIC-SX80-MS Cisco - SX80 MultiSite Software Option