Burke County Public Schools Teaching Tomorrow’s Leaders Today
LARRY PUTNAM SUPERINTENDENT
“REQUEST FOR PROPOSAL” VIDEO CONFERENCING SYSTEM Bid #8001 Burke County Public Schools (BCPS) is accepting sealed bids for a video conferencing system. A mandatory pre-bid conference is scheduled for June 24, 2013 at 11:00 a.m. at Jeter Hall on the Campus of the North Carolina School for the Deaf (NCSD) located at 517 West Fleming Drive, Morganton, NC 28655. BIDS WILL NOT BE ACCEPTED FROM ANY VENDOR WHO DOES NOT ATTEND THIS MEETING.
BCPS will open the STEAM Academy in the fall of the 2013-2014 school year. BCPS will utilize the STEAM Academy to increase its offerings of 21st Century courses in the areas of science, technology, engineering, agriculture and math. The STEAM Academy is located on the campus of NCSD in Jeter Hall. Academic courses will include both seated and virtual instruction through Western Piedmont Community College. In addition, Interactive Videoconferencing courses will be provided by the North Carolina School of Science and Math (NCSSM), i.e. two-way video and audio communication between the STEAM Academy IVC classroom and NCSSM. Video displays along with high definition cameras, audio devices, and presentation equipment provide a successful learning environment in which students can interact with the instructor and other classes. BCPS seeks turnkey video conferencing solutions for two rooms in Jeter Hall that will enable distance learning at the STEAM Academy with WPCC and NCSSM. These classes will originate from outside the county via an IP connection. Turnkey is understood to include providing all materials, and services which includes design, installation, configuration, training, support, and etcetera. BCPS also envisions using these video conferencing facilities as “virtual” conference rooms for Burke County and the broadcast site for future instructor-led distance learning courses. Required Video Conferencing System Functionality (Each Room) An instructor podium that will have control for all video conferencing technologies in the room. Automated control shall be easy to use for instructors to facilitate video conferencing calls as well as the other computer based applications. Automation shall control monitors, video codec, switcher, and audio adjustments.
An HD video codec (standards based) supporting IP, H323 and SIP dialing and a computer in the podium to host applications for online webinars, video, etc. All video from each source needs to be routable to the monitors as well as an input for video on the computer. The system shall be able to show /share content from a PC / laptop. A minimum of two HD cameras; one for the instructor, one/two for the students Monitors for student use will be provided by BCPS (2 - 55” LCD), so cabling from the codec in the podium to two/three monitor configuration is required. Vendor shall provide either a monitor for the instructor to see the incoming video from the codec on the back wall or on the podium. The video conferencing system shall deliver superior audio quality to the entire conference room environment. Audio pickup shall cover the entire room, including the podium for the instructor. This input shall be switched or sent to both the video codec audio input as well as the computer audio input for web applications. Audio output needs to send to either an amp for external speakers or use the monitors for audio output, but the source needs to be selectable. Audio will also need to switch sources from the codec to computer (inputs/outputs) for Skype sessions, Google+ sessions, webinars, movi-jabber, etc. All equipment shall be new and not refurbished or pre-owned. Site Readiness The two rooms at Jeter Hall will need to be made ready for the installation of the video conferencing systems. A site inspection of these two video conferencing rooms by the Vendor is required. The Vendor’s RFP response should detail the physical infrastructure preparations required to support their proposed video conferencing systems and clearly delineate BCPS and Vendor responsibilities related to these preparations. Installation The installation of the video conferencing system shall comply with manufacturer and industry recommended practices. This includes component mounting and cable management. Cables should not rest on the ceiling grid and/or lighting fixtures, preferably through the use of J-hooks, and be secured by Velcro straps. Documentation The Vendor shall provide as-built drawings of the video conferencing system components and cabling, and an electronic copy of the user manual for each system component and training materials upon completion of the video conferencing system installation. System Acceptance The Vendor shall demonstrate the required video conferencing system functionality for designated BCPS personnel. BCPS shall verify the installation of the video conferencing system complies with manufacturer and industry recommended practices and the required system documentation has been provided. Training The Vendor proposal shall include a brief training plan for use of the video conferencing systems. The plan shall include a minimum of four hours of instruction to BCPS personnel on the operations and use of the video conferencing systems.
Support The Vendor shall provide post deployment support services. Vendor shall include in their proposal the process for initiating a support call, expected service levels, and escalation procedures. Vendor should clearly describe the type of support services available, e.g. equipment maintenance, help desk support, and on-site support, and identify any additional costs associated with these services. Inquiries and More Information All questions and inquiries for this proposal shall be must be submitted to
[email protected] (regarding technical questions) or
[email protected] (regarding purchasing questions). All responses will be submitted in writing to all interested parties submitting responses to this RFP. Verbal responses are not binding. Project Implementation Schedule Implementation schedule will be determined after the award of the bid. Equipment will be installed by the start of the 2013-2014 school year. References Three references with contact information must be included with the sealed bid documents. Award Process
The bid must be received by 2:00 p.m. on Monday, July 1, 2013 in order for the bid to be considered. The bid must be submitted in a sealed envelope with “SEALED BIDVIDEO CONFERENCING SYSTEM BID #8001” written or typed on the envelope. FAXED BIDS WILL NOT BE ACCEPTED. The bid may be mailed or hand delivered to “Burke County Public Schools P.O. Drawer 989, Morganton, NC 28680-0989” or “Burke County Public Schools 700 East Parker Road, Morganton, NC 28655” to the attention of Crystal Smith-Cooper. The award of this proposal to a vendor may be contingent upon local Burke County Public Schools’ Board of Education or administration approval. Burke County Public Schools
reserves the right to reject any or all bids. This bid may be awarded to the overall lowest responsible bidder.
NOTE: THIS ORDER WILL BE PLACED TROUGH E-PROCUREMENT IF YOU ARE A REGISTERED E-PROCUREMENT VENDOR WITH THE STATE OF NORTH CAROLINA.
SEALED BID PROPOSAL #8001 BID PRICE: Parts/Materials: _____________________________________________ BID PRICE: Labor: ____________________________________________________ SALES TAX: __________________________________________________________ TOTAL BID: ___________________________________________________________
THIS QUOTE WAS SUBMITTED COMPETITIVELY AND WITHOUT COLLUSION. NAME OF PESON PROVIDING THE QUOTE: _______________________________ SIGNATURE: _________________________________________________________ TITLE: _______________________________________________________________ CONTACT INFORMATION: ______________________________________________ NAME OF COMPANY: __________________________________________________ DATE: _______________________________________________________________
Please indicate below if any of the below categories applies to your company: _____Minority Owned Business _____Woman Owned Business _____Disabled Owned Business _____Disabled Business Enterprise
In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write to USDA, Director, Office of Adjunction, 1400 Independence Avenue, SW, Washington DC 20250-9410 or call (866) 632-9992 (voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer. P.O. Drawer 989, Morganton, NC 28680-0989 Website: http://www.burke.k12.nc.us
An Equal Opportunity Employer
Phone (828) 439-4318 Fax: (828) 439-4481
