REQUEST FOR PROPOSALS Proposals for the following item(s) or service are sought:
Multimedia and Broadcast System Replacement Requesting Department:
Information Technologies Department Attention: Jeff Hamilton 102 N. Neil Street Champaign, IL 61820 (217) 403-8970 Date of Request:
March 14, 2014 The original plus three (3) copies of your proposal(s) MUST be submitted to the Requesting Department at or before the date and time specified below to receive full consideration:
PROPOSAL DUE DATE: April 22, 2014 PROPOSAL DUE TIME: 4:00 p.m. PREVAILING TIME All proposals submitted in response to this Request shall be irrevocable for a period of Ninety (90) days after the Proposal due date and may not be withdrawn by the Vendor during this period. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Such withdrawal shall be requested in writing. The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.
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SECTION 1. INTRODUCTION 1.1
Standard Terminology The term “City” refers to the City of Champaign, except that when a Request is issued by Metcad or the Champaign Public Library, it shall mean “City of Champaign on behalf of” the relevant agency. A prospective Contracting Agency will be referred to as the “Vendor” or “Contractor”. “Proposal” shall refer to all proposals, quotes, and/or qualifications submitted in response to this Request.
1.2
Vendor Questions ALL questions pertaining to this Request (RFP or RFQ) must be submitted in writing at least five (5) business days prior to the deadline for submission to: Jeff Hamilton Telecommunications/AV Technician City of Champaign 102 N Neil Street Champaign, IL 61820 Facsimile:217-403-8993 Email:
[email protected] Vendors are prohibited from contacting staff of the City of Champaign regarding this Request except as specifically set forth herein. Failure to comply with this provision may result in rejection of any or all proposals.
1.3
General Instructions A.
All proposals should follow the format described in this Section and in “Content and Format” Section of this Request. Vendor shall provide information requested by this Request in a direct and concise manner. Responses shall refer directly to section numbers in this Request and meet or exceed the requirements as described.
B.
The requirements stated herein are mandatory unless stated otherwise. It should be understood that failure to respond to a specific requirement may be the basis for eliminating a Vendor from consideration during comparative evaluation of proposals.
C.
The City of Champaign reserves the right to accept or reject any or all proposals, or portions thereof.
D.
When a package proposal is made for a package price, the package price shall be taken to include all items referenced in the package.
E.
The Vendor may submit multiple proposals involving various methods of meeting proposal objectives. However, each submitted proposal shall be complete in every respect and marked as Proposal No. 1, No. 2, etc. on the cover page.
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1.4
F.
Subsequent to receipt of proposals, the City or its authorized representative may require the Vendor to make oral presentations or to respond to telephone calls or clarify its Proposal.
G.
Section and subsection numbering should be in a consistent format using the numbers indicated in the “Content and Format” section of the Request and beginning each section on a new page.
Content and Format An original plus the required number of copies of the proposal shall be submitted along with all the required documentation. The original and copies of the proposal shall be packaged separately and securely bound and sealed. Each shall show the name and address of the Vendor submitting the proposal on the front cover. Proposals should include the following in the order listed. Each section should be labeled. Section 1.
Vendor Information: (A) (B) (C)
(D) Section 2.
Name, address, phone number, email and website of the Vendor; Name of the contact person for the Vendor; A brief company profile describing the chain of command for each person assigned to the project. Document the availability of all persons assigned to the project and whether the Vendor has sufficient resources to complete the project within the City’s time constraints. A Statement of Qualifications, including a narrative or other statement by the firm of its qualifications for the proposed project.
References: List of two (2) references that may be contacted. Include the name, address, phone number, website and a contact person for each reference.
Section 3.
Acknowledgments: Acknowledgment of any response to questions or addenda sent by the City.
Section 4.
Proposal Information: (A)
(B)
Address each and every requirement listed in the Specifications by providing: (i) An overview of the proposal (ii) Detailed technical response (iii) Detailed costs Proposal Form(s) if provided by the City.
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Section 5.
Contract Documents: The selected Vendor will be required to execute a contract with the City in substantially the form provided. The person or persons signing on behalf of the selected Vendor must be authorized by said Vendor to sign such a contract. If the person signing for the Vendor is not a corporate officer in the case of a corporation, a partner in the case of a partnership, or a member in the case of an LLC, then the Vendor shall provide documentation of that person’s authority to execute the contract on behalf of the Vendor. Acceptable documentation of said authority shall include a resolution adopted by the board of the business entity in question or bylaws of that entity granting said authority, or a cover letter signed by a corporate officer, a partner or a member as the case may be, granting said authority. A full and valid complement of all standard Vendor warranties should be included. The contract documents shall incorporate all requirements required in this Request and all elements of the Vendor’s proposal. The vendor’s contract shall state that in the event of a conflict between the requirements of this Request or the Vendor’s contract, the Request requirements shall govern.
Section 6.
Additional Contract Documents: The Vendor shall submit the following additional documents with the Proposal: (A) Disclosure Affidavit (B) Affirmative Action Report Form OR Certificate from Community Relations Office [(217) 403-8830]. (C) Dual Representation Affidavit - Necessary
1.5
Proposal Guarantee (NOT APPLICABLE TO THIS REQUEST) All proposals made in response to this Request shall be accompanied by a bank draft, cashier's check, letter of credit, certified check or proposal bond issued by a licensed surety equal to ten percent (10%) of the total value of the proposal to secure a proposal bond. Any check submitted to secure the proposal must be made out to the “City of Champaign”. This security will be returned upon the signing of a contract with the selected Vendor, the withdrawal of this Request, or the withdrawal of a proposal as set forth by this Request. Failure of the selected Vendor to submit any required documents in the form and time required by the City shall constitute cause for the City to retain the sum posted, not as a penalty, but as liquidated damages. By submission of a proposal, the Vendor acknowledges the impracticability of calculating the actual damages which would be suffered by the City for its failure to comply with the Request and agrees that the sum posted is reasonable.
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1.6
Evaluation Criteria The City will conduct an evaluation of the proposal(s) submitted. The evaluation will be based on at least the following criteria; however, not necessarily in the order provided or with equal weight given to each criterion. The Vendor will be evaluated based on: A. B. C.
1.7
Compliance with the Request requirements; Cost of the specified items or services; and Other criteria as set forth below: (1)
The ability, capacity, and skill of the Vendor to perform the contract or provide the service required;
(2)
The capacity of the Vendor to perform the contract or provide the service promptly or within the time specified, without delay or interference;
(3)
The character, integrity, reputation, judgment, experience and efficiency of the Vendor including but not limited to past performance record; default under previous contracts, whether or not such contracts were with the City; competency; and failure to pay or satisfactorily settle all bills due for labor and material on former contracts;
(4)
The previous and existing compliance by the Vendor with laws and ordinances relating to the contract;
(5)
The quality, availability and adaptability of the supplies, machinery, plant or other equipment or contractual services to the particular use required;
(6)
The ability of the Vendor to provide future maintenance and service for the use of the subject of the contract, including guarantees;
(7)
The sufficiency of the financial resources and financial ability of the Vendor to enter into and perform the contract or service;
(8)
Whether the Vendor is entitled to Local Preference pursuant to Section 12.5-34 of the Champaign Municipal Code, 1985 as amended;
(9)
Completion and approval of the EEO/AA paperwork.
Customer Service The City expects the Vendor to deliver a high level of customer service regarding the manufacture, delivery, and installation of any equipment and the provision of any service to the City, its employees and its customers.
1.8
Rights to Submitted Materials All proposals, responses, inquiries, or correspondence relating to or in reference to this Request, and all reports, charts, displays, and other documentation submitted by the
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Vendor shall become the property of the City when received and shall not be returned to the Vendor. The City reserves the right to use the material or any ideas submitted in this proposal in response to the Request whether amended or not. Selection or rejection of any proposal does not affect this right. 1.9
Public Records and Requests for Confidential Treatment Proposals become the property of the City and, along with late submissions, will not be returned to the proposing party. Your proposal will be open to the public under the Illinois Freedom of Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your proposal that City treat certain information as exempt. A request for confidential treatment will not supersede the City’s legal obligations under FOIA. The City will not honor requests to exempt entire proposals, and it shall be your responsibility as the proposing party to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to FOIA or other law or rule, the City shall disclose the successful proposer’s name, the substance of the proposal, and the price. If you request exempt treatment of a portion(s) of your proposal, you must submit an additional copy of your proposal with such exempt information deleted. This copy must state the general nature of the material redacted and shall retain as much of the proposal as possible. You, the proposing party, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records. Additionally, you warrant that the copy or duplication of your proposal pursuant to a request for public records will not violate the rights of any third party.
1.10
Proprietary Information Any restrictions on the use of information contained within a proposal shall be clearly stated as such within the proposal. The City will only be able to comply with a request for confidentiality to the extent allowed by law.
1.11
Affirmative Action If this contract will be over $17,500, the Vendor shall comply with the Equal Opportunity in Purchasing Ordinance of the City of Champaign (Section 12.5-65 of the Champaign Municipal Code, 1985, as amended). Pursuant to the Ordinance, the Vendor must have on file a Certificate of Approval or an Affirmative Action Form plus an approved Affirmative Action Plan before a Vendor can be selected. Inquiries concerning this requirement may be directed to the Community Relations Office, 102 N. Neil Street, Champaign, IL 61820 or by telephone at (217) 403-8830.
1.12
Acceptance of Proposal Content The contents of the proposal or parts thereof selected by the City will be incorporated into the final Contract Documents to the extent they comply with this Request.
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1.13
Cost of the Vendor to Respond to Request The City is not responsible for any cost incurred by a Vendor in the process of responding to this Request or for any pre-contract costs incurred by any Vendor participating in the selection process.
1.14
Public Advertising The Vendor is specifically denied the right to use the name of the City of Champaign for public advertising or reference in any form or medium without the express written permission of the City of Champaign.
1.15
Termination The City reserves the right to terminate the selection process at any time, to reject any or all proposals and to award the contract in the best interest of the City of Champaign.
1.16.
Payment and Performance Bond - Not Applicable to this Request
The selected vendor will be required to furnish a Payment and Performance Bond as required by [insert reference to contract provision for performance bond] within fourteen (14) days of being notified in writing of its selection. Vendors making proposals shall be familiar with the Performance Bond requirement contained in the contract documents.
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Section 2: Specifications Multimedia and Broadcast System Replacement March 14, 2014
2.1 Project Scope The intent of this Request for Proposals (RFP) is to find the best replacement solution for the City’s aged multimedia and broadcasting equipment. This system includes presentation and sound reinforcement equipment for the City’s Council Chambers and broadcast equipment to televise live meetings and other video programming on the City’s 24x7x365 government access channel (CGTV). Thru this project, the vendor will replace the old system with a new high definition (1080i or 1080p), high performance, professional digital multimedia and broadcast system capable of meeting the City’s current and future technology needs. This RFP encompasses audio, video, multimedia, broadcast, computers, automation and control systems, including custom installation and programming. Proposals should include all needed electronic components, connectors, cables, materials, and labor to design, engineer, and install a complete turnkey system.
2.2 Important Dates ● ● ● ● ● ● ●
RFP released Mandatory vendor meeting Vendor proposals due Anticipated vendor finalist interviews Anticipated contract award Anticipated installation start date Anticipated project completion date
March 14, 2014 March 25, 2014 at 1:00 p.m. April 22, 2014 at 4:00 p.m. May 79, 2014 June 3, 2014 August 4, 2014 September 12, 2014
2.3 Mandatory Vendor Meeting All vendors providing a response to this RFP are required to attend the mandatory vendor meeting (see date above). This meeting will take place in the City Building, 1FL Council Chambers, 102 N Neil Street, Champaign, Illinois. The City recommends vendors park in the Hill Street Parking Deck at 123 W Hill Street, in downtown Champaign. Twohour, onstreet metered parking is also available downtown. At the vendor meeting, City staff will provide a brief overview of the project, provide handouts, and conduct a tour of the facility. Vendors must provide their contact information on the signin sheet at the meeting in order to prove their attendance at this required meeting. Proposals submitted by vendors who did not attend the
Section 2: Specifications pg 1
mandatory meeting will be rejected. The City reserves the right to schedule another vendor meeting if staff determines that there were not enough vendors in attendance to ensure a successful and competitive process. This is at the City’s sole discretion. Extra vendor meetings will not be scheduled merely to satisfy the request of vendors unaware of or unable to attend the originallyscheduled mandatory meeting.
2.4 Installation Locations The system being replaced is located in the Champaign City Building, located at 102 N Neil Street, in downtown Champaign, Illinois. The equipment being installed in this project is currently located in four different rooms in the City Building: a. Council Office 1st floor private office for City Council members. Audio recording equipment is to be installed in this room. This is a standalone system and will not tie in with any other equipment in this project. b. Council Chambers 1st floor auditorium for televised City meetings, events, and training. The sound, presentation, and television equipment is being replaced in this room. c. Control Room 1st floor room where the majority of the television equipment is used and located. Virtually the entire television/broadcast system in this room is being replaced. Most of the system electronics should be installed in equipment racks in this room. d. Server Room 3rd floor computer data center where the current video server, web streaming appliance, and AT&T Uverse transmission equipment is located. This equipment was relocated out of the Control Room due to the loud and disturbing noise this equipment generates. Vendors may elect to install a certain amount of rackmounted equipment in this room; especially noisy equipment.
2.5 Existing Multimedia and Broadcasting System 2.5.1 Existing Equipment The City is replacing virtually the entire multimedia and broadcast system which was installed in a 2002 project. The system is functional and currently in use to broadcast live City meetings and replay programming on CGTV. The City is very happy with the current system but is replacing it primarily due to age and reliability factors. Vendor proposals should aim to match and improve upon the existing system functionality.
Section 2: Specifications pg 2
Below is a summary of the various systems currently in use: 2.5.1.1 Sound System 30 gooseneck microphones at Council/staff seats, 1 tall gooseneck audience mic, 1 wireless handheld mic, 1 wireless lavalier mic, 18 ceiling speakers, mixminus microphone mixer with 8 output zones, three EQ/feedback eliminators, two 4channel amplifiers, digital hybrid telephone interface, 2 media panels with audio outputs, assisted listening transmitter with 4 receivers, miscellaneous audio combiners and converters. 2.5.1.2 Projection System 2 ceilingmounted (fixed) LCD projectors, 2 wallmounted projection screens (fixed), document camera, 3 VGA computer inputs in Council Chambers, 1 dedicated Presentation PC with wireless mouse and keyboard. 2.5.1.3 Video Production System 4 threechip color cameras with 1:1.4/6.565mm zoom lenses, 4 pan/tilt camera mounts (2 wall and 2 ceiling), touch screen PTZ camera controller with joystick and camera presets, 16X8 A/V matrix switcher, 6X2 VGA switcher, Newtek VT5 production switcher/audio mixer/character generator, 2 triple 6.75” LCD color camera preview monitors, double 9” LCD color preview/program monitors, 15” color broadcast monitor, 15” television, two 42” LCD ceilingmounted confidence monitors (in Council Chambers), two 20” LCD computer monitors to view various control room computers, 8port KVM switch w. audio, audio monitor with VU meters, misc. audio and video DAs, converters, and adapters. 2.5.1.4 Recording System Telvue T7400e Transcoder workstation (records live production to MPEG2 video file, transcodes videos for web hosting), 2 duallayer DVD recorders, audio cassette tape recorder 2.5.1.5 Playback System Leightronix Pro8 switcher, Telvue Telecast SD (24x7 live stream), Tightrope Media Systems Cablecast Bundle (Cablecast – program scheduling/database & Carousel – bulletin board), Tightrope Media Systems SX2 video server, DVD player, audio/video monitor with VU, Music Choice audio from cable box (plays with bulletin board), compressor/limiter, time base corrector, AT&T Uverse encoder, Comcast fiber transmitter 2.5.1.6 Integrated Control System AMX control system with camera controller (joystick control, touch screen w. camera presets), 9” color LCD touchpanel for AV Operator (person operating equipment during live productions), two 3” color LCD touchpanels
Section 2: Specifications pg 3
in Council Chambers for user operation. System provides control over cameras, projectors, matrix switching, recording devices, microphone inputs/outputs, system startup/shutdown. 2.5.2 Removal of Existing System The City anticipates that virtually all of the existing audiovisual system will be replaced in this project, including cabling. The selected vendor will be responsible for the safe removal of current system components not incorporated into the new installation. That equipment shall be uninstalled, cords neatly coiled and secured with cable ties, then neatly stacked for reuse or sale by the City. The City will identify an onsite storage location in which to place the equipment. Vendors may elect to reuse existing cabling if desired and of the appropriate type and length needed for the new installation. By reusing cables, vendor accepts responsibility for their integrity and will cover them during the warranty period. Vendor will not be allowed to splice or otherwise extend the length of the cables; replacement fulllength cables must be installed whenever needed. Any old cabling not being reused must be removed and neatly coiled by the vendor and provided to the City.
2.6 Project Requirements 2.6.1 Replacement Equipment and Functionality At a minimum, the proposed system should meet the City’s needs and requirements as outlined in this RFP. System proposals and design should anticipate that this system will be in place and used by the City for the next 10 years and needs to be flexible and upgradeable to meet changing needs and technologies. A state of the art, professional, broadcastquality system is a required outcome for this project. 2.6.1.1 Council Office Audio System This project will install a small, standalone audio recording system in the Council Office. This system will be used for verbatim audio recordings of Closed Session meetings. a. System Design A very simple, userfriendly system is desired for nontechnical users to operate on an asneeded basis. Very few setup steps or actions should be required to power on and engage the recording system. System will be placed on a counter in the Council Office, and not rack mounted. The City does not envision the need for an integrated control system for this system. b. Microphones Ceilingmounted microphones will be installed above the meeting table in order to pick up the voices of all participants. Microphones cannot be placed on the table. c. Digital Audio Recorder: Dedicated digital recorder to record audio files
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for verbatim recording requirements. Recorder should be capable of recording to a variety of audio formats (i.e. .mp3, .wav, etc.). Device must have the ability to record directly to (or transfer completed audio files to) a USB flash drive for transcription and archival purposes. 2.6.1.2 Council Chambers Audio System The principle sound reinforcement system for the Council Chambers and sound pickup for the production/broadcast equipment. a. Council/Staff Microphones QTY 22 Gooseneck microphones (approximately 18”) with cardioid pickup pattern, moveable base (microphones not to be mounted to desktop), with programmable on/off button. Microphones to include windscreen and XLR connectors so they can be easily removed or replaced. 12 microphones will be installed at the Council Dias, 3 microphones each at the two staff tables, and 4 at the presenter’s table. Current microphones are highly susceptible to “popping P’s” and replacement equipment should aim to reduce or eliminate that problem. b. Audience Microphone Qty 1 Extra tall (approximately 24”) gooseneck with cardioid pickup pattern. Microphone to include windscreen and XLR connector. This microphone intended to be used by standing audience members and will be “on” whenever the sound system is on (i.e. audience members should not be required to turn the mic on/off). c. Wireless Microphone System: Broadcastquality wireless microphone system with frequencyadjustable transmitters and receivers. System to include both a handheld and lavalier/beltpack transmitter (both capable of being used at the same time). Transmitters should have a battery gauge and minimum 6hour battery life. Prefer microphones capable of using regular batteries (i.e. 9V, AA, etc.) over rechargeable batteries. d. MixMinus Sound System Professional multiple mixing inputs and multiple separately mixable outputs. Allows for multiple speaker zones in Council Chambers to reduce possibility of audio feedback thru sound system. Unit must be controllable by integrated control system and include interface for the AV Operator to increase/decrease the attenuation level of each microphone individually and to see the volume level with independent VU meters/level indicators for each mic. Interface to always be immediately viewable and available to the AV Operator, much like a physical mixer would be (i.e. not buried in a menu of the control system). This could be accomplished thru a piece of hardware, or virtually on a touchpanel or monitor. System should be calibrated onsite by a sound engineer to maximize the system’s acoustic properties while minimizing the potential for feedback. Default system settings should automatically load each time the sound system is started. City staff to be given training on how to adjust default system
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settings. e. Compressor/Limiter: 2channel compressor/limiter, expander/gate, peak limiter, with frontpanel LED display. Unit will be used to ensure consistent levels are output for all audio sources played on CGTV. f. Digital Audio Recorder: Dedicated digital recorder to record audio files for minute taking purposes. Recorder should be capable of recording to a variety of audio formats (i.e. .mp3, .wav, etc.). Unit must have a USB interface on which to record or transfer the audio files, or be physically connected to the City’s LAN and configured to transfer audio files across the network. Audio recorder should default to recording the live audio feed played in the Council Chambers sound system; not the production audio output on CGTV. g. Audio Distribution Amplifiers and Transformers: As needed to duplicate, distribute, and transform highquality, stereo audio signals as necessary by the system’s design. It is expected that much of the audio will be transmitted digitally throughout the system. h. Equalizer/Processor: For the sound reinforcement system in Chambers, this device will provide multiband digital graphic equalization, with compressor/limiter, and feedback elimination filters. In combination with the mixminus mixer, system engineer should minimize the possibility of feedback in the sound system. Professional sound engineer required to setup and maximize effectiveness of this solution for Council Chambers sound system. i. Amplifiers: In coordination with the output from the mixminus sound system, a sufficient number of amplifier channels will be provided to ensure sufficient sound reinforcement for Council Chambers’s multiple speaker zones. j. Ceiling Speakers: Ceilingmounted speakers will be installed in Council Chambers so as to provide full coverage of the entire room. Speakers should have back cans, white grills, and tile bridges. k. Assistive Listening System: System to provide advanced sound reinforcement for those with hearing impairments. System must include RF transmitter and at least four (4) personal receivers with on/off and volume control knobs. Earpiece for receivers to be capable of clipping on the ear or being worn over the head (no earbuds). l. Telephone Hybrid: The City requires a phone interface to permit a voice call to be distributed via the Council Chambers sound system and/or broadcast system. Participants in Council Chambers should be able to clearly hear the telephone caller, and the caller should be able to clearly hear anyone speaking into a microphone in Council Chambers. The Section 2: Specifications pg 6
phone hybrid should be controllable by the Integrated Control System so that the user can initiate/dial, control send/receive volume, and quit/hangup the call from touchpanel interfaces in the control room and Council Chambers. The City will provide analog telephone service to a phone jack in the Control Room. m. Media Panels: Two media panels will be provided for the news media to have a direct sound feed from the Council Chambers sound system. Each panel to include at least three (3) XLR mic level and three (3) XLR line level audio outputs. Panels to be custom engraved and replace existing media panels in rear of Council Chambers. City prefers a smaller, more compact and professionallooking interface than currently in place. 2.6.1.3 Council Chambers Presentation Equipment The multimedia and presentation equipment in Council Chambers used to share visual content with both the auditorium and television audiences. a. Video Projectors (QTY 2) and mounts: HD resolution, 16:9 video projectors with a minimum of 5000 lumens brightness, minimal fan noise, optical lens shift capable. Projectors must be capable of displaying HD computer outputs and HD video playback. Projectors to be ceiling mounted and project on the east and west walls of Council Chambers. Approximate throw distance is 15 feet. Projectors will be fixedmount and controlled by the integrated control system. Prefer mount that hides all wiring. Projector output must be viewable both on the projection system and the broadcast system. Projection system controls should allow for the normal display of the same video source on both projectors, with the option to display different sources on the two displays if desired by the system user. b. Fixed Projection Screens (QTY 2): Projection screens on the east and west walls will be wallmounted, 16:9, mattewhite surface tensioned across a rigid frame with edges concealed under a frame cover. Both projection surfaces should measure approximately 65” x 116”’ wide. Vendor to measure and verify size with City before ordering. c. HDMI Computer Interface Locations (QTY 2): The system must include the installation of one HDMI video input in both the Council Chambers and the Control Room for computers to interface with the projection system. Computer displays must be viewable on both the projection and broadcast systems. HDMI input must support sound and be connected to the Council Chambers sound system and broadcast system. Interface location in Council Chambers will be verified with vendor and will need to be mounted in an aesthetically pleasing box with engraved cover plate. Interface location in Control Room to be verified with vendor depending upon system design and layout. In order to accommodate legacy devices, vendor to also provide one VGA to HDMI adapter for the City to
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use as needed. d. Document Camera/Scanner: HD document camera with builtin light(s) and zoom lens. Document camera to be controllable by the integrated control system. Document camera output must be viewable both on the projection system and the broadcast system. Prefer a small format unit that is also capable of scanning or photographing high resolution images and saving them to a network drive, USB drive, or networked device. e. Wireless Device Display: System must be capable of allowing one or more computers to interface with and send video content to the projection and broadcast systems wirelessly from anywhere in Council Chambers. Desire is to allow a presenter to easily and wirelessly display their laptop on the projection/broadcast system. Vendor may propose solutions that would utilize the City’s existing wifi network or suggest other technologies to accomplish the goal of wireless display capability. Ease of use, quick setup, and reliability of this device are critically important. Ability to also display tablets and other nonlaptop wireless devices preferred. f. Confidence Monitors and mounts (QTY 2): The system must include two 42” HD LCD monitors located in Council Chambers for the Council/staff to view the live CGTV feed. These new monitors will replace the existing ceiling mounted monitors mounted above the audience on the east and west end of Council Chambers. Monitors will display the outgoing broadcast feed. Monitors must also have builtin digital tuners and connected to the Comcast cable feed in the City Building so that other video programming (i.e. CNN, Weather Channel) can be displayed when needed. These TVs do not need to be controlled by the Integrated Control System. TVs should power up and display the outgoing feed when the existing power outlets are switched on. Mounts must be heavyduty and hold the TVs securely above the audience seats. Vendor may elect to reuse existing mounts if desired. g. Presenter Monitors and Mount (QTY 2). The system must include two 22” HD LCD monitors located in front of and viewable by the presenters at the presenter’s table. It is anticipated the monitors will be mounted on the floor and aimed up towards the staff presenters. The monitors should not be directly viewable by the audience. One monitor to display the outgoing video feed and the other monitor to display the video content currently displayed on the Council Chambers projectors. Monitors should power up and display the outgoing feed when either the power outlets are switched on, or as controlled by the integrated control system. Monitor mounts should be moveable and not permanently attached to the floor. All cables to the monitors should be dressed and quickly removable so that the monitor can be stored and the floor space used for other purposes as needed.
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h. Video Conferencing Capability. The system must include the ability to allow someone to interact with the Council Chambers audience via remote video conferencing. This includes the ability to display the remote party on the projection system and to hear them thru the sound system. The remote party should also be able to see the Council Chambers participants (based on camera operated by and selected by AV Operator in Control Room) and to hear the Council Chambers participants via the microphones in the room. The remote participant should also be viewable to the TV audience. The City is comfortable using Skype or a similar webhosted technology for this service. Vendors may also suggest other software or hardware technologies that will position the City to most effectively use video conferencing in the future. Strong preference for a solution that will allow two or more remote participants. i. Audience Table: The existing wood audience table will remain as a location for audience participation. It is anticipated the replacement document camera/scanner will be placed on this desktop, alongside a tall gooseneck microphone for the audience to use. All connections to the equipment at this table must be made in the floor box underneath the table, and made in such a manner where the connections can be quickly undone and the table removed as needed for various events in Council Chambers. j. Presenter Table: Outside the scope of this RFP, the City will replace the existing semicircular presenter table with a conventional straight table facing the Council Dias. Vendor proposals for this RFP will install four gooseneck microphones at this table for staff and presenters. All connections to this presentation desk must be made in the floor box underneath the table in such a manner where the connections can be quickly undone and the table removed as needed for various events in Council Chambers. 2.6.1.4 Production Equipment The production equipment used to capture and televise live meetings and other events held in Council Chambers. a. Cameras (Qty 5) Highdefinition, broadcastquality color cameras with high quality CCDs. Cameras to include high quality, power zoom lenses, cables, power supplies, etc. All cameras to be remotely controlled (see camera controller below). Camera must have quiet moving parts (i.e. focus and zoom, and pantilt motors if builtin). If cameras have autofocus, then AV Operator must be able to remotely switch between auto/manual focus, and manipulate the manual focus controls with the camera controller. Similar control needed for autoiris cameras (AV Operator must be able to remotely switch between auto/manual iris, and manipulate the iris controls with the camera
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controller). Three cameras will be primarily aimed south and used to capture video of Council and staff. Two other cameras will be aimed north and used primarily to capture video of presenters and the audience. City prefers a solution that allows City technical staff to remotely modify the camera setup from the control room, including white balance and other menu settings. b. Wall Camera Mounts (Qty 3): Wall mounted camera mounts will be heavyduty and ensure the safe, secure, aesthetically pleasing mounting of cameras one on the north wall and two on the south wall. Bracing or a stiff mounting surface may need to be installed to insure the physical movement of the camera doesn’t cause the camera to shake after remotely positioned. c. Ceiling Camera Mounts (Qty 2): Two ceiling mounted camera mounts will be heavyduty and ensure the safe, secure, aesthetically pleasing mount of two cameras suspended above the audience in Council Chambers. d. PanTilt Heads (Qty 5): Five remotecontrol, smooth, fast response, pantilt camera heads. Heads must have silent moving parts that won’t distract the audience or staff seated in Council Chambers. Heads must be controllable by the camera controller and properly sized to smoothly operate with the vendorselected cameras. Vendor may opt to select cameras with builtin pantilt functionality. e. Camera Controller: Fastresponse, pantiltzoom joystick control for all five cameras. Controller must also include a minimum of 7 presets per camera (preset to memorize camera location [pan/tilt/zoom], focus and iris settings. Five of these presets (per camera) will be “locked” and adjustable only by City technical staff. The remaining two presets (per camera) will be “unlocked” and available for Operator to change and adjust as needed “on the fly”. The City prefers a single camera controller/video switcher combo unit. Camera controller may also be part of the integrated control system. City technical staff must be trained on how to modify camera presets. f. Video Switcher: Highdefinition video switcher with preview and program bus showing all video sources. User should be able to directly cut to any camera/video source directly or via special effect (i.e. dissolve, wipe, picture in picture, etc.) without sync errors or “glitching”. A single video switcher/camera controller combounit preferred. Strong preference for a dedicated hardware/appliance solution over a computer OSbased solution (i.e. Windows). Switcher must be appropriately sized to handle all video inputs in the proposed system, with some extra capacity for future growth. g. Character Generator: Broadcastquality character generator capable of displaying clean character generated graphic broadcast overlays of lowerthird and fullscreen design. Highdefinition system capable of
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displaying animated/moving graphics while keyed over live video required. System must include builtin editor which allows user to create or modify graphics “on the fly” during live broadcasts. City desires the ability to import standard graphic images designed in another system or software into the character generator. Ability to quickly select and display any preloaded graphic immediately during broadcast required (i.e. ability to call up and preview a graphic by name, number, or other manner). Character generator may be a component of another system (i.e. video switcher, camera controller, or integrated control system) or a standalone unit. h. AudioVideo Matrix Switching, Distribution and Processing: System should be engineered and designed to maximize the capabilities and flexibility of the proposed system, taking into account needed future expandability and technologies. An audio/video matrix switcher capable of interfacing with the integrated control system is anticipated by the City. Matrix switcher must be capable of switching and routing virtually any discrete audio, video, and/or computer image signal to virtually any other applicable device in the system (i.e. recorders, projectors, monitors, etc.). Some extra capacity for future growth or technological changes should be built into this system design. i. Audio Monitor Speakers: High quality, small form monitor speakers with VU meter and volume control knob so that AV Operator can easily monitor audio quality during live meeting production. Speakers could be rack mounted or otherwise positioned so that the sound is directed towards the operator. j. Live Audio Muting: The City requires the ability to quickly mute/unmute the live production audio being broadcast on CGTV’s live feed. This can be accomplished using either a hardware, software, or touchscreen control. This is needed to allow the AV Operator to quickly mute the broadcast before and after a meeting is called to order, or in the event someone uses obscene language that needs to be cut off. Note, the City does not require 3second delay functionality, but a way to quickly mute the live broadcast feed. The live audio muting must NOT mute the sound being sent to the recorders, just the sound sent to the live channel feed. k. Production Monitor(s): The City’s current system has multiple rows of source, preview, and program monitors, vertically stacked and rackmounted. In place of that design, in the new system the City envisions one or two large screen HD color LCD monitors on which multiple preview images will be displayed for the AV Operator. The ability for the City’s technical staff to modify the size and layout of the various sources on the monitor(s) is preferred. Production monitor(s) will need to display: ● One preview monitor (displaying selection on preview bus of
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switcher); minimum image size 9” ● One program monitor (displaying selection on program bus of video switcher); minimum image size 9” ● Minimum of eight individual preview monitors to display each of the five cameras, document camera, presentation PC, and device selected from the matrix switcher; minimum image size 6” ● Character generator preview; minimum image size 9” ● Ability to also view VU meters (showing broadcast system output levels) next to program monitor preferred. l. Quality Assurance Monitor: Similar to the Production Monitor specified above, the City envisions one HD LCD color monitor on which to verify the onair quality of CGTV’s multiple channel output. This includes selectable sound monitoring and persistent VU metering capabilities of each source being monitored. Desire here is the ability to quickly determine the video and audio quality of CGTV as delivered to viewers by multiple services. Quality Assurance Monitor to display: ● Broadcast system output to verify quality of CGTV’s channel signal being sent out. ● Comcast return signal to verify CGTV’s signal as delivered by Comcast to local cable subscribers. The City will provide the installation team with the Comcast tuner box (HDMI output). ● AT&T Uverse return signal to verify CGTV’s signal as delivered by Uverse to local television subscribers. Uverse service is not available at the City Building via the typical subscriber terminal. However, the Uverse output signal can be monitored from the Uverse encoder located in the 3rd floor Server Room via a PC. The City will provide a PC on which the live stream will be received and in turn displayed on the Quality Assurance Monitor. Output type to be determined in consultation with City and vendor. The City is also willing to consider other suggested alternatives to accomplish the goal of monitoring the AT&T Uverse return signal. ● Live stream return signal to verify CGTV’s online live video stream as delivered to Internet viewers. The City will provide a PC on which the live stream will be received and in turn displayed on the Quality Assurance Monitor. Output type to be determined in consultation with City and vendor. The City is also willing to consider other suggested alternatives to accomplish the goal of monitoring the live stream return signal.
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● Builtin stereo speakers with selectable audio inputs and volume knob so that each of the four sources above can be monitored discretely to verify audio playback quality. ● VU meters for each source above at which technical staff can quickly ascertain each source is playing audio. Prefer the VU meters to be shown onscreen next to each video display. 2.6.1.5 Recording Equipment, Playback System, and Station Management The recording. station automation, and other equipment used to replay and control CGTV. a. Digital Video Recorder: The system must be capable of capturing realtime, HD recordings of live meeting productions to a broadcastquality video file format that is compatible with the playback video server specified later in this document. The City anticipates the files to be either MPEG2 or MPEG4 file formats, but is open to other highquality file formats. City prefers recorder to be a highperformance Windows computer workstation. Recorder must be capable of transferring captured files to the video server for playback via the City’s LAN. Video recorder must have the ability to monitor what is being recorded onscreen (video). City prefers solution which includes onscreen VU monitoring as well. b. HD Archival Media Recorder: The City requires a way to record and maintain HD archival recordings of live meeting productions. City strongly prefers the ability to make this recording live, in real time. City also prefers the ability to record to a removable disc, but will consider tape media. Recorder must be capable of recording a minimum of 4hours of broadcastquality HD video on a single media. Archived meetings will be retained in a library for archival and backup purposes. City requires the ability to recover archival recordings back into the playback system if needed due to technical problems with the Digital Video Recorder. c. SD Archival Disc Recorder: The system must be capable of capturing realtime, standarddefinition recording of live meeting productions to removable disc media for archival purposes. Recorder must be capable of recording a minimum of 4hours of broadcastquality video on a single disc (ie. dual layer DVD). d. Broadcast Control and Bulletin Board System: The City currently utilizes Tightrope Media Systems (TRMS) Cablecast Bundle for station automation and video library management. The Cablecast Bundle also includes Carousel, an onair Bulletin Board system used to display messages, crawls, and short videos in between scheduled video
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programming. The City is very satisfied with this product and will require that the existing Cablecast Bundle be replaced with a new, similar Cablecast system as part of this project. This includes the transfer of the existing Cablecast schedule and video library data from the existing system into the replacement system. The City prefers the option to combine the Cablecast Bundle and the TRMS video server into a single unit, a product known to be available from TRMS. Vendors should also be aware that the existing Cablecast Bundle also interfaces with and sends Bulletin Board data to two separate digital displays (lobby monitors) in use at the City. Utilizing the City’s computer network the Cablecast Bundle updates two licensed Carousel Player 240 devices, which are used to display different video signage in two City facilities. This ability must be retained and properly licensed after replacing this system. The City doesn’t anticipate replacing the two Carousel Players as part of this project, as they are relatively new. e. Broadcast Routing Switcher: The City currently uses a Leightronix Pro8 routing switcher to switch between the various sources broadcast on CGTV. The Pro8 is controlled by the Cablecast Bundle via a serial cable. Vendor proposals must include another manner of routing various AV feeds to the live channel output as the Pro8 is well beyond its useful life. Vendor should consult with TRMS about Cablecastcompatible solutions to replace the Pro8. The Broadcast Routing Switcher will need to route a small number of inputs and outputs, including: ● Inputs Council Chambers production system, Video Server output 1, Video Server output 2, Carousel/Bulletin Board ● Outputs CGTV onair feed, output to matrix switcher, feed to SX2 video server record input f. Video Server: The City currently utilizes TRMS’ SX2 video server for video storage and playback. The City is very satisfied with this product and requires that the existing SX2 be replaced with a new, highdefinition SX2HD video server. The City prefers a solution which combines the Cablecast Bundle and video server into one piece of hardware. Video server must include at least 20TB of RAID5 protected storage. Two channel output required; one for onair CGTV playback and one for preview and testing purposes. SX2 also includes a 1channel encoder which must be wired into the broadcast routing switcher for the occasional timed recording. Note the SX2 is a secondary backup recorder and cannot be relied upon as the primary Digital Video Recorder required elsewhere in these specifications. g. Downstream Keyer (DSK): For emergency messaging purposes, the City requires a downstream keyer capable of displaying static character
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generated messages or scrolling crawls on CGTV’s output signal. DSK must be capable of being overlayed on CGTV output regardless of whatever video content is currently being played back. The downstream keyer must be configured to be remotely controllable by the Cablecast Bundle. h. Live Streaming Encoder: The City currently utilizes TelVue’s TeleCast SD Internet Video Encoder to stream CGTV 24x7x365 to the Internet. The City pays an annual subscription fee to TelVue for its CloudCast service, which includes hosting of the City’s ondemand video library and CGTV’s live stream. The contracted service includes HLS service to provide live streaming to iOS (Apple) devices. The City is very happy with this service provider and would prefer to retain the CloudCast service, though other webstream hosting solutions will be considered. Vendor proposal must include a replacement of the web stream encoder to ensure a multirate IP stream (HD and SD) will be sent to TelVue’s CloudCast servers (or alternate service if proposed). Vendor is welcome to suggest any broadcast quality, IP encoder which will deliver highquality, streams in a format compatible with CloudCast and retaining current functionality for Windows, iOS, and mobile users. City prefers a live streaming solution specifically engineered for 24x7x365 operation without experiencing delay or A/V sync issues. If vendor is recommending an alternative web streaming service, detailed subscription/service information must be included in your proposal. i. HD to SD Converter: The City’s new production and playback system installed by the vendor will be all HD. However, the transmitter/encoding equipment used to show CGTV on Comcast and Uverse is only SDcapable. Vendor must provide the necessary equipment to downgrade CGTV’s HD program output to the composite SD signals compatible with Comcast and Uverse equipment. Similar conversions are also needed for the program audio, as Comcast and Uverse equipment is only compatible with analog audio signals. 2.6.1.6 Integrated Control System The City requires a userfriendly, expandable, easily managed, integrated control system to interface with, control, and monitor the presentation, sound, and broadcast systems. The City requires that as much functionality as possible be designed into the control system. a. The City requires at least one large color touchpanel control device in the Control Room which will have full functionality over all the system capabilities, including matrix switching, system volume control, and device controls. The touchpanel can be rackmounted or wireless. If wireless, a rackmounted socket for charging and secure storage is preferred. Touchpanel must be readily accessible to the AV Operator
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during live productions. b. The City also requires one mediumsized color touchpanel control device that can be used wirelessly in Council Chambers to control the presentation and sound systems, including all projectors, projected sources, phone hybrid, and sound system master volume control. The touchpanel control device should dock in a wallmounted socket for charging and secure storage. This touchpanel must be programmed in a very userfriendly way so that a novice user can easily use the presentation system without the need for a technical AV Operator. c. The City prefers a solution that can also be securely operated via a tablet or computer interface via the City’s computer network. If this option is available, please provide detailed information on capabilities and software or licensing costs. Vendor does not need to include the cost of the computer or tablet, unless the device is proprietary and not available on the open market. d. Both touchpanels must be capable of turning the presentation and broadcast systems on/off with an automated startup/shutdown sequence. This includes the projectors, sound equipment, cameras, and the live production equipment in the control room. Custom macros must be enabled that set the matrix switcher, sound system, and other equipment to a preset configuration upon startup. e. The system should include two main modes presentation and broadcast. The main difference between the two modes will be in the amount of system control available on the Council Chambers’ touchpanel. For example, in broadcast mode, the ability to turn the entire system off from the Council Chambers touchpanel must be disabled, along with other functions which should only be under the control of the Operator during live broadcasts.. f. City staff need to be able to perform minor modifications or edits to the control system programming as needed. This includes small changes like changing the location or nomenclature of buttons on the touchpanel menus. City staff to be provided with the software and given basic training on how to make these minor system changes. g. Vendor shall provide up to three minor programming changes during the warranty period at no additional cost to the City. Programming changes should be capable of being made remotely without requiring an onsite technician. Such changes may include function changes, labeling changes, and/or layout changes. Problems or work needed to bring the system into compliance with all the requirements of this RFP, even if not immediately noticed, are covered in section 2.6.4.1 and are not included
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in the three changes required here. 2.6.1.7 Miscellaneous Equipment a. UPS Battery Backup and Surge Protection: Proposal must include sufficient UPS battery backup units for all Control Room computers and other critical equipment during shortterm power outages (up to 5 minutes for building generator to startup). Critical equipment includes all the equipment in the broadcast system needed to keep CGTV’s playback signal on the air. The City does not require backup power for the other noncritical equipment, including the production monitors, cameras, switcher, amplifiers etc. However, ALL equipment must be protected by quality surge protection power strips or other equipment. UPS units should be sized to operate using the 110V power available in the Control Room. Backup battery power is not required for any equipment located in the Council Office or Computer Server Room. b. Computer Interface/KVM with audio system: The City anticipates that multiple computers will be installed in the proposed system. In order to minimize the number of computer monitors, keyboards, mice, and speakers, a KVM system should be used as deemed appropriate by vendor. KVM should be capable of interfacing with USB equipped computers located in the Control Room. Proposal should include all necessary KVM cables needed for the proposed system. A highquality computer monitor, wireless keyboard, wireless mouse, and 2channel computer speakers with volume control knob should be included and installed at the user console. c. Console and Rack Equipment ● All existing equipment racks are available for the vendor to reuse for the new system if so desired. However, the City encourages vendors to consider a new layout design and to propose new console and rack equipment which solve existing problems. ● The City requires that the vendor give serious consideration to the ergonomics and aesthetics of the new console and equipment racks, as the existing layout is problematic. The current system includes tall towers of AV equipment and monitors which force the AV Operators to strain their neck upwards to see the production monitors. In addition, some key equipment is located too high and the AV Operator has to stand to reach the controls. ● The City envisions a newer, more ergonomically friendly console with the monitors placed at eyelevel and all user controls logically laid out and placed within easy reach of the AV Operator. City also envisions shorter equipment racks that would alleviate the “tunnellike” atmosphere in the current system configuration.
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● Console shall be sufficiently sized and laid out for one and two Operator productions. ● Racked equipment must be easily accessible from the front for the user and from the rear for technical staff. The back of any rack must be a minimum of 30” from any wall in order to provide access for maintenance purposes. Vendor may propose console/racks which can easily be pulled away from the wall if needed in order to provide maintenance access. ● A noisereducing rack cabinet(s) is expected for all loud computers or other equipment with excessive fan or other noise. Such racks must be sufficiently vented in order to ensure proper equipment temperatures are maintained at all times. The City would prefer a solution where the vendor installs all CGTV’s equipment in the Control Room. However, some excessively noisy equipment may be installed in the 3rd floor Server Room, subject to City approval. if vendor locates equipment in the Server Room, then they are responsible for installing all necessary wiring to interconnect that equipment with the equipment in the Control Room. All wiring should be of the proper type for the signals being transmitted. ● Equipment racks shall offer sufficient RU capacity to hold all the vendor equipment in the proposal, plus extra capacity for future system growth. ● Vendor responsible for all rack mounting supplies, including side panels, specific equipment mounts, shelves, mounts, screws, casters, brackets, fill panels, etc.. d. Supplies. The vendor is required to provide supplies and accessory items typically and reasonably necessary for the installation of and delivery of a fully functional system, even if such hardware wasn’t included in the original proposal. Vendors may include a small budgetary line item for “Supplies” in their proposal. 2.6.2 Equipment Being Retained from Existing System: a. Music Choice Audio: The City plays Music Choice music to accompany the Bulletin Board video feed. Music Choice is currently tuned via a Comcast digital cable box with stereo, unbalanced audio fed into the Cablecast Bundle (Cablecast is capable of muting the music when playing short videos on the Bulletin Board). The City must retain this music feature in the new system and will provide the Comcast digital cable box to the installers during the installation of the new system. A comcast service drop is located in the Control Room. b. Comcast Transmitter: Comcast has installed a Synchronous Communications Fiber Optic Transmitter in the Control Room in order to
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send CGTV’s program feed to the local Comcast headend. This transmitter is standarddefinition (SD), mono sound. At this time, Comcast will not allow CGTV to migrate to a highdefinition channel so CGTV’s broadcast system needs to send a SD signal to Comcast via this transmitter (not being replaced in this project). However, the City anticipates the ability to broadcast in HD on Comcast in the coming years, and requires that the proposed system be capable sending an HD signal to a new HD Comcast transmitter at that time. This capability must be designed into the proposed system. c. AT&T Uverse Encoder: AT&T Uverse has installed encoding equipment in the 3rd floor Server Room which takes CGTV’s standard definition feed and encodes it for viewers to watch on their Uverse television subscription service. This equipment is owned and controlled by AT&T and is not being replaced as part of this project. At this time, AT&T will not allow CGTV to migrate to a highdefinition channel so the system needs to continue to send a SD signal to AT&T via the existing equipment. The Uverse encoder will remain in the Server Room. 2.6.3 Staff Training Requirements City staff training must be provided with a minimum of 16 instructional hours of onsite, handson training with the completed system. This includes 8 hours of handson user training on all the equipment and software in the production, presentation, and sound systems and 8 hours of advanced troubleshooting and basic system maintenance (including minor configuration changes to the mixminus sound system and integrated control system). Trainer should be an expert on the system design and equipment installed in this project. Trainer should prepare a training outline and training handouts prior to the training sessions. 2.6.4 Warranty & Support The availability of the vendor to provide technical support and make necessary upgrades to the system is required for the first year, and desired for future years. 2.6.4.1 Warranty Requirements The City requires the following warranties starting from the date of system acceptance. The system acceptance date is the date on which the installed system is fully operational and accepted by the City as complete. a. Minimum 1 year warranty on all hardware and equipment, including troubleshooting, technical support, and installation of firmware updates.
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b. Minimum 1 year warranty on all system software, including troubleshooting, technical support, and installation of software patches or updates. c. Minimum 1 year warranty on physical installation, including cabling. d. Minimum 6month warranty on custom programming changes needed to bring system into operability and compliance with the requirements of this RFP. This includes custom programming work that is missing or not fully functional, but not discovered until after system acceptance. 2.6.4.2 Extended Warranty and Support Options Vendor should include detailed information about available ongoing support and maintenance service contracts on the system, including hardware, software, and other warranties or support services. Include detailed specifics on the warranty and/or service options being proposed and the estimated annual costs for 1, 2, and 3 years following system acceptance. Warranty and support options should be included as an Alternative option(s) in your proposal. 2.6.5 Project Deliverables Upon project completion, the vendor must furnish a complete set of technical service manuals and diagrams to the City so that staff can maintain and troubleshoot the system. This includes at a minimum: a. Complete and accurate asbuilt wiring diagrams detailing the interconnection of the various equipment. Schematic diagrams shall be furnished in printed (3 copies) and in an electronic format which the City can edit and update. b. All equipment/software/technical manuals organized into binders and arranged alphabetically by manufacturer name. Lengthy equipment/software manuals may also be provided in individual binders as appropriate. Equipment manuals provided exclusively by the manufacturer electronically (online or CDRom) must be printed out and provided by the vendor. c. An electronic backup copy of any and all custom programming must be provided on a flash drive or removable disc media. d. All software discs must be organized and labeled in a binder or disc organizer. Labeling must identify which system (specific hardware) each disc goes with.
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e. All registration and software codes must be compiled and provided to the City. All hardware and software is to be properly registered to the City of Champaign (not the vendor). f. A final, detailed inventory of all the equipment purchased and installed during this project must be provided in electronic and written form. Inventory must include make, model, specifications (as pertinent), and serial numbers of all equipment purchased by the City for this project. g. Updates to the technical documentation shall be provided by the vendor during the warranty term, including repairs and replacements.
2.7 Alternatives Vendor proposal should include pricing for the following alternatives, which the City may choose to include or exclude from the final project. Alternatives should be clearly marked in the proposal, and include all equipment, cabling, and labor costs associated with implementing the alternative. Note all vendor proposals must be fully functional absent the City’s selection of any Alternative. 2.7.1 Alternative 1: Extendable Camera Mounts Substitute the two ceiling mounted camera mounts in Council Chambers with two ceiling mounted, motorized, telescoping camera mounts that are capable of lowering each camera 45’ from the ceiling level (similar to Telemetrics TCM). Cameras will normally be used for meeting in the fully retracted (ceiling level) position. Cameras will be lowered for special event and other nonmeeting productions. Motorized camera mounts (ability to lower/raise cameras from the ceiling) should be controllable from the integrated control system. 2.7.2 Alternative 2: Training Projection System Add a third projection system (projector, screen, mounting hardware) for use during training sessions in Council Chambers. All equipment must be controllable using the integrated control system. a. Projector & Motorized Mount: HD resolution, 16:9 video projector with a minimum of 5000 lumens brightness, minimal fan noise, optical lens shift capable. Projector to be ceiling mounted and project on the south wall of Council Chambers. Throw distance is approximately 13’ to wall. Motorized projector mount to lower projector into position/retract into ceiling. Projector and mount to be fully controllable by the integrated control system. This projector will not be as heavily used as the primary projectors and will not be used during regular broadcast setup. Projector output must be viewable both
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on the projection system and the broadcast system. b. Retractable Projection Screen: Motorized, retractable projection screen to be installed in existing recessed space on the south wall of Council Chambers. Motorized screen to be fully controllable by the integrated control system. Vendor to select and install appropriatelysized screen that will fit into existing recessed space measuring 12’ long x 20” wide. 2.7.3 Alternative 3: IP Encoder/Decoder Provide IP Encoding and Decoders which will permit a reliable, broadcast quality transmission from a remote site back to the CGTV Control Room. At the remote site, HD or SD quality video and audio sources can be fed into the Encoder, then transmitted via IP to the Decoder, which will be located in CGTV’s Control Room and connected to the broadcast system. IP transmission to be made via the City’s high speed fiber optic network or Internet connection. Decoder should be available as an input source on the Broadcast Routing Switcher and routable to the live channel output. 2.7.4 Alternative 4: Vendor Proposed Options Vendors are welcome to propose any other alternative system enhancements which the City might consider adding to the scope of this project. This is the vendor’s opportunity to suggest equipment or functionality not envisioned or required by the City, but which the vendor feels would be beneficial to the City’s project. Any such alternative proposals should be clearly labeled in the vendor response, and include detailed information about the alternative, including increased functionality, equipment list, and itemized pricing, including labor.
2.8 System Installation Requirements 2.8.1 Implementation Timeline The anticipated contract award date for this project is included in Section 2.2 of these Specifications. Working from this date, the City suggests the timeline below be followed for the project implementation. If different than suggested below, vendors should suggest their own detailed implementation timeline for the City to consider. City’s proposed timeline: a. Preliminary shop drawings and schematics due 28 days after contract award. b. Final shop drawings and schematics due 45 days after contract award c. Onsite work commences within 60 days after contract award. d. Onsite work completed and system accepted by City within 90 days after contract award. e. Project completion (including punch list items and receipt of deliverables) Section 2: Specifications pg 22
within 120 days after contract award. 2.8.2 System Design and Engineering The City is not requiring vendor proposals to include detailed shop or schematic drawings. However, vendor should very carefully design the system so they can present a complete, comprehensive proposal that includes all the necessary equipment for a fully functional system. Shop drawings and schematics will be required of the vendor selected and contracted to complete this project. Before beginning any onsite work, selected vendor must submit shop drawings and schematics for City review and approval. This includes detailed wiring diagrams for all interconnected components, including audio, video, computer, control systems, etc.. Vendor must also provide a final layout diagram showing the installation locations for all equipment in Council Chambers, including speakers, microphones, cameras, projectors, screens, etc. Vendor must also provide a layout diagram of the control room, showing equipment rack/console positioning and proposed equipment rack layout. All layout documents must be reviewed and approved by the City before commencing any onsite work. Proposed control system design layout and menus should also be presented to the City for review and approval prior to implementation. Control system design must meet all the requirements of this RFP, be intuitive, and flexible for future changes. Vendor should expect final design changes as the system is installed and City staff come to learn the operation of the new multimedia and broadcast systems. Changes outside the contracted scope of work and all equipment changes must be approved by City Change Order. 2.8.3 Installation Approvals Approval of all equipment, mounting locations, rack layout, software configuration, custom programming, wiring pathways, and installation details must be obtained from the City prior to commencing any work. This will be done through preconstruction submittals including engineering schematics and shop drawings. These detailed wiring schematics do not need to be included with your RFP response, but will be required and approved by the City before any onsite work can take place. 2.8.4 Subcontractor Work Proposal must detail the complete cost of installing the proposed system, including any subcontractor work. Proposer should identify any additional trades/subcontractors needed to work on this project, and will be responsible for their work as required by this RFP and City contract. Proposer will be responsible for paying subcontractors directly. The sole exception to this is necessary Electrical (AC power) work. Such work must be preapproved and performed by vendors approved to work on City infrastructure. Proposal must include detailed information, including estimated costs, of any and all anticipated electrical or other work expected to be contracted out by the City.
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2.8.5 Miscellaneous Install Requirements a. Equipment Noise: The overall ambient noise of the current system is too high and the City requires the replacement system to be quieter. The noise level of the replacement equipment must be reduced or contained. Vendors may also install exceptionally loud equipment in the 3rd Floor Server Room, as approved by the City. Vendors are to always consider the acoustical noise generated both individually and collectively by the equipment to be located in the Control Room, and either choosing equipment or equipment options to minimize noise (i.e. quiet fans, watercooled CPUs, etc.). Vendor may also propose noisedampening equipment racks.. b. Equipment Labeling: All rackmounted equipment must be labeled so as to permit City staff to easily identify equipment. All labels should be small, (approximately ⅓” X 2”) engraved labels or signs stating the equipment type or function (i.e. Matrix Switcher, Audio Mixer, Amplifier, Encoder, etc.). In most cases the labels should match the asbuilt drawings. The City must approve all labels (including wording, color, and size) prior to being ordered or installed. Labels to be mounted on the equipment rack vertical frame (not the individual equipment) with doublesided tape whenever possible. Labels are also required at the top of each vertical rack to identify it (i.e. Rack 1, Rack 2, etc.). This should also match the asbuilt drawings. c. Cables: All cables must be appropriate for the signal type and consistent with best industry practices. High quality, shielded cables must be used when needed to reject interference, or to meet industry or code standards. Plenum cable shall be installed where required by code. No cable splicing or extensions will be permitted. d. Cable Labeling: All cables must be clearly and securely numbered with permanent labels made specifically for cables. Labels must have black, machineprinted text on a white background. Label numbering must correspond exactly with final asbuilt drawings. Labels should be protected by clear heatshrink tubing or other clear protective cover to ensure the labels don’t peel off or otherwise become unreadable. e. Connectors/Adapters: All connectors and wire terminators shall be of the appropriate type and meet the specifications of the wiring manufacturer. High quality connectors must be used and installed using proper stripping/crimping tools and techniques. The proper connector must be used at all times. Adapters may only be used when the proper connector is otherwise unavailable. Soldered connectors must be properly installed by a trained technician in accordance with best industry practices. f. Cable management: Vendor to conceal wiring in walls, below floors, and
Section 2: Specifications pg 24
above ceilings whenever possible and allowed by code. Existing conduits above the ceiling and below the floor should be used whenever possible. All cables should be professionally installed and secured so as to prevent damage, chafing, or safety hazards. Cables installed above ceilings must be secured in such a way where cables are not laying directly on the ceiling or otherwise interfere with removal of ceiling tiles. All wiring installed below the ceiling level (including desktops, equipment racks, etc.) must be secured neatly with removeable black Velcro wire straps (no cable ties) so as to permit easier equipment maintenance and replacements. Any exposed wiring runs must be preapproved by the City and enclosed in Cityapproved raceway. All exposed cables running in parallel in permanent bundles shall be covered in expandable, black mesh sleeving. All exposed cables in public spaces shall be concealed to greatest extent possible. g. Power: 110V AC electrical outlets in the control room provide adequate power to run the current system. The AC outlets are on circuits also fed by the building’s backup generator. It is the vendor’s responsibility to verify power needs of proposed system and get the City’s approval of any electrical work needed in association with this project. Vendor proposal should include all necessary power distribution needs, including rack power distribution units, powerstrips, power conditioners, surge protectors, power cords, etc. h. Aesthetics: Installation of all equipment and wiring must be safe, professional, and following best industry practices. The City will require the contractor to redo any work the City finds to be sloppy or unprofessional in appearance or function. i. Quiet Work Environment: The City Building is a public facility and will be open for business throughout this installation. Construction noise must be kept to a minimum to avoid disrupting City staff or visitors. The City understands construction noise is unavoidable, but exceptionally loud noises (i.e. concrete coring, grinding/cutting steel, etc.) must be scheduled with and approved by the City in advance. j. Clean Up: At all times the vendor will maintain a clean, safe, orderly work environment. Waste materials, debris, empty boxes, and tools must be properly disposed of or secured on a daily basis. The City is not responsible for tools, equipment, or other materials left unsecured by the vendor. k. Certain events or meetings in Council Chambers may require the vendor to cleanup and make the facility available for City use. The City will notify the vendor of such events/meetings well in advance and will keep them to a minimum. Vendor cleanup for such events includes: securing all equipment, wiring, and tools, wiping off dirty surfaces, and vacuuming any debris off the floor.
Section 2: Specifications pg 25
2.9 VENDOR QUALIFICATIONS 2.9.1 Vendor Information Proposal must include a section with detailed information about the vendor, including at a minimum: a. company name b. company website c. number of years in business d. number of installed broadcast/presentation systems similar to this proposal e. primary contact person (including full contact information) f. number of full and parttime employees per division (i.e. sales, installation, engineering, repair) g. names and titles of all personnel who will be assigned to work on this project. For the project manager, engineer, and install technicians, include relevant work experience for each focusing on similar projects. 2.9.2 Qualifications and Requirements The City reserves the right to eliminate from consideration any proposals that fail to satisfy the following requirements. a. Proposer must have installed substantially similar broadcast systems to that requested in this RFP for at least two (2) other customers. Proposer must provide general description of those systems, date of installation, and provide references. b. Proposer must have been in business and performing similar types of installations for at least five years. c. If more than one vendor or company is involved in this project, the proposal must clearly identify the prime contractor. The prime contractor assumes responsibility for all other entities involved in the project and will be the entity signing the Proposal Form and executing the City Contract. d. If more than one vendor or company is involved in this project, the response must include a signed statement from all involved vendors agreeing that the vendors will work under the prime contractor to resolve any configuration or interoperability problems during the installation process at no additional cost to the City. e. The City shall not incur additional costs for equipment or software incompatibility or custom programming problems. f. The vendor agrees that the installation, configuration, training, and support of the proposed system will be performed by experienced, skilled technicians who are trained in the installation and/or use of the proposed
Section 2: Specifications pg 26
equipment and software. g. The vendor agrees that it and/or its subcontractors are fully authorized to supply, install, configure, provide warranty service, and troubleshoot/ support the proposed equipment. h. The vendor agrees that all Federal, State, and local building codes, safety requirements, and best industry practices will be strictly adhered to at all times. 2.9.3 Vendor’s Financial Information The City will not make a downpayment towards or prepay for equipment or services before installed, or rendered. As part of its due diligence, the City must verify a vendor has sufficient financial resources to provide the services requested in this RFP. This includes the company’s financial ability to order and float the cost of a significant amount of valuable equipment which is to be installed and operational prior to being paid for by the City. Vendor is to provide one copy of the financial information requested below. This information should be provided in a separate, sealed envelope and marked “Confidential Financial Information”. This information will be used to determine overall financial strength and maintained as confidential by the City, to the extent permitted by law. a. Financial statement for your company’s most current quarter and last yearend including Balance Sheet, Income Statement, and Statement of Cash Flows for your company (installing vendor, not manufacturer of equipment). Include copy of company’s last annual report if available. b. Details of any litigation in which vendor is currently the defendant. c. Disclose any potential conflict of interest the City should know about, but not otherwise disclosed to the City. 2.9.4 References All prospective vendors must provide complete contact information for at least two (2) client references that meet the following requirements: a. Vendor installed a system substantially similar to the one included in this proposal for the client. b. Referenced system should be located within 250 miles of Champaign and client will allow City staff to tour the facility and ask technical questions of the client and vendor. c. Vendor should provide a brief description of the client’s system, and
Section 2: Specifications pg 27
compare/contrast that system to the one in this proposal. 2.9.5 Service Team The City’s Information Technologies Department will perform basic and routine maintenance and troubleshooting of the system following the project’s completion. However, advanced troubleshooting and/or custom programming may be needed by the City in order to enhance, modify, or repair the system in the future. Include the following information: a. Number of service personnel trained in maintaining the system proposed. b. Onsite response time vendor guarantees in the event of an emergency system failure (City prefers max 8hour response time for emergency outages). c. Type of remote system maintenance or repair the vendor is capable of and proposes relative to this system. d. Information about the parts and equipment inventory the vendor maintains at their service office or warehouse.
2.10 Multiple Proposals Vendor may provide multiple proposals to meet the system requirements specified in this RFP. However, each proposal must be be complete in every respect and packaged in separate envelopes and labeled as Proposal 1, Proposal 2, etc..
2.11 RFP Exceptions Exceptions to any part of the requirements in this RFP must be clearly identified and explained in the proposal. This must be detailed in a section of your proposal titled “RFP Exceptions”. Unless detailed in the “RFP Exceptions” section by the vendor, all the requirements of this RFP must be satisfied by the vendor. Vendors are not allowed to substitute the vendor’s contract language or standard requirements into the RFP Exceptions section.
2.12 Evaluation Criteria and Process This RFP is not meant to favor any vendor or manufacturer. Instead, it is designed to find a proposal that best serves the needs of the City. Proposals will be evaluated by a City committee tasked with identifying the best overall proposal. This evaluation process will include a thorough review of each vendor proposal and creation of a finalist list. Each finalist will then be scheduled to make an onsite presentation to City staff regarding their proposed solution. During the presentation, the vendor should be prepared to answer technical questions about their proposed solution. Vendors are
Section 2: Specifications pg 28
encouraged to bring key equipment to display or demonstrate, but are not required to do so. Equipment brochure handouts and other materials which will help the City evaluate what is being proposed is also welcome. Following the finalist interviews, the Committee will determine which vendor proposal best meets the needs of the City, and make a recommendation to purchase to the Champaign City Council. The City will conduct a detailed evaluation of all proposals received. The evaluation will be based on at least the following criteria; however, not necessarily in the order provided or with equal weight given to each criterion. The Vendor will be evaluated based on: a. Compliance with all RFP requirements b. Submission of all required documents c. Overall design and functionality of the proposed system d. Overall cost of the proposed system e. Vendor’s past experience designing and installing the type of system sought in this RFP f. Vendor’s qualifications and reputation g. The capacity, ability, expertise of the vendor to provide the services required h. The capacity of the Vendor to provide the services in a timely manner i. The quality, availability and functionality of the proposed equipment and services j. The vendor warranty and vendor’s availability to support/maintain the system following installation k. The sufficiency of the financial resources of the vendor to provide the services requested l. Whether the vendor is entitled to Local Preference pursuant to Section 12.534 of the Champaign Municipal Code, 1985 as amended m. The City’s approval of the Affirmative Action paperwork submitted by the vendor
2.13 Vendor Proposal Costs Not Reimbursed The City will not pay for any vendor costs associated with responding to this RFP. This includes any costs associated with participating in the mandatory vendor meeting, preparation of a proposal, or finalist presentations.
Section 2: Specifications pg 29
2.14 Format of Proposal Responses Each vendor must respond with their proposal organized in the following manner: 2.14.1 Executive Summary/Overview a. Cover letter with highlevel summary of the proposed system and work to be performed. b. Overview of proposed installation sequence, timeline, and cost. 2.14.2. Project Proposal a. A very detailed explanation of the proposed system, broken down into logical subsections (i.e. sound system, presentation technology, production equipment, etc.). b. A fully itemized equipment list, including make/model and pricing per item. Proposals may include a bulk (nonitemized) price for each of these items: wiring, misc. supplies, freight, and installation/programming labor. c. Equipment manufacturer specification sheets or brochures for all primary pieces of equipment in the proposal. In this case “primary” is defined as major pieces of equipment like cameras, switchers, mixers, computers, matrix switchers, control systems, etc. “Primary” equipment does not include lesser equipment like speakers, cables, media converters, adapters, etc.. d. A detailed statement of the equipment and system warranty offered by the vendor. Warranty must meet the minimum specified in section 2.6.4.1 of this RFP, unless listed as an Exception per section 2.11. e. Proposed equipment layout for each room (showing where equipment will be physically located) f. Proposed layout of equipment console in the Control Room. g. Proposed implementation timeline. h. Detailed list of work (if any) expected to be done by the City, in conjunction with this project. i. Response and proposals for the Alternatives identified in section 2.7 of this RFP. 2.14.3 Vendor Qualifications a. Provide all the information requested in section 2.9 of this RFP, regarding vendor qualifications. b. Provide references requested in section 2.9.4. 2.14.4 Other Required Documents All required City Documents, including: a. Complete copy of this RFP and Addendums (if released) b. Signed Proposal Form c. Signed City Contract (vendor contracts not acceptable)
Section 2: Specifications pg 30
d. Affirmative Action Report Form e. Dual Representation Affidavit f. Disclosure Affidavit g. Proof of Insurance paperwork (see pg 5 of City contract)
END SPECIFICATIONS
Section 2: Specifications pg 31
CONTRACT FOR PRODUCTS AND SERVICES Project Name and Number: Multimedia and Broadcast System Replacement CONTRACT AMOUNT: $ CITY
VENDOR
BY:_____________________________ City Manager ATTEST: ________________________ City Clerk COUNCIL BILL #:______________ DATE APPROVED BY COUNCIL:______________
Department: Information Technologies APPROVED AS TO FORM:
1.
BY:___________________________________ Printed Name: Print Title: Contact: Jeff Hamilton
Definitions The following terms when used in the contract documents shall be defined as follows: A.
“City” – The City of Champaign, Illinois. When the contract is for purchases by Metcad or The Champaign Public Library, the term “City” shall mean “City of Champaign as agent for” the pertinent agency.
B.
“City Representative” – The person or entity identified in the Invitation to Bid or Request for Proposals, Quotes or Qualifications authorized by the City to act, give and receive information and direct the project on the City’s behalf within the scope of the contract terms and the City’s ordinances.
C.
"Construction" - All work on public works involving laborers, workers or mechanics.
D.
“Contract Documents” – In addition to this document, the “Contract” shall include: 1. The Invitation and Instructions to Bidders or Request for Proposals, Quotes or Qualifications and any addenda; 2. Plans and Specifications and any addenda; 3. Disclosure Affidavit; 4. Affirmative Action Certificate or forms; 5. Completed Bid or Proposal Form; 6. Insurance forms (see Section 16); 7. Performance Bond (see Section 21); 8. Vendor’s bid, proposal, scope of work or quote to the extent not inconsistent with all other Contract Documents; 9. Validly executed Change Orders. In case of conflict, the more specific shall control over the more general.
E.
“Contract Price” – The total amount payable by the City to the Vendor for the work performed and materials used or provided.
F.
“Public Work” – All fixed works constructed for public use by any public body, other than work done directly by any public utility company, whether or not done under public supervision or direction, or paid for wholly or in part out of public funds. This includes all projects financed in whole or in part with bonds issued under the Industrial Project Revenue Bond Act (Article 11, Division 74 of the Illinois Municipal Code), the Industrial Building Revenue Bond Act, the Illinois Finance Authority Act, the Illinois Sports Facilities
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Authority Act, or the Build Illinois Bond Act, and all projects financed in whole or in part with loans or other funds made available pursuant to the Build Illinois Act.
2.
G.
“Subcontractor” - The person, firm or corporation, other than a Vendor, supplying labor and equipment or labor for work at the site of the project.
H.
“Vendor” – The person, firm or corporation to whom the contract is awarded by the City, and who is subject to the terms thereof; may also be referred to as “Contractor”.
I.
“Work” – All labor, materials, equipment and services required to be performed by the Vendor under the Contract Documents, including submission of all documents to be submitted by the Vendor.
Intent of the Contract Documents The Contract Documents are complementary and what is called for by any one shall be as binding as if called by for all. The intention of the Contract Documents is to include in the Contract Price the cost of all labor and materials, equipment, utilities for which a separate service, other than the City’s service lines, is required, transportation and all other expense as may be necessary for the complete performance of the Contract. In interpreting the Contract Documents, words describing materials or words which have a wellknown technical or trade meaning, unless otherwise specifically defined in the Contract Documents, shall be construed in accordance with such well-known meaning recognized by architects, engineers or the trade.
3.
Silence of Specifications The apparent silence of the specifications as to any detail or apparent omission from it as to a detailed description concerning any point shall be interpreted as meaning that only the best commercial material or practice shall prevail and that only items of the best materials or workmanship are to be used.
4.
5.
Time A.
Beginning Work: The Vendor shall complete the work on or before the time indicated in the Specifications. All work shall be prosecuted in an orderly and diligent manner. The Vendor shall cooperate with and conform to the requests of the City to expedite particular portions of the work where such alteration of the Vendor’s’ operation is deemed advisable by the City. Time is of the essence of this agreement.
B.
Delays: If the Vendor is delayed in the completion of the work by any act or neglect of the City or by any other Vendor employed by the City, or by strikes, fire, lockouts, unavoidable casualties or any cause beyond the Vendor’s control, then the time of completion will be extended for a reasonable time, such reasonable time as the City may decide. The Vendor shall, within two (2) calendar days from the beginning of any such delay, notify the City in writing of the cause of delay. If notice is not provided, the Vendor hereby waives any claim for such a delay. Weather conditions shall not be a justifiable cause for delay.
Materials and Workmanship – Quality A.
Materials; Grade & Title: Unless otherwise specifically called for in the Specifications, all materials and articles incorporated in the work covered by this Contract shall be new, of the best grade and consistent with the specifications. When called for by the City, the Vendor shall at no cost furnish to the owner for approval full information concerning the materials or articles to be incorporated in the work, including reasonable test results when requested. The Vendor warrants that it has lien free title to all equipment, supplies or materials supplied under the terms of this Contract.
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Form B-1 11/22/11
6.
7.
B.
Workmanship: All work performed shall be performed and accomplished in a first class and workmanlike manner to the satisfaction of the City and in accordance with the best practice standards and standard specifications recognized in the field unless specifically provided for otherwise in the Specifications or approved by the City in writing.
C.
Hold Harmless – Patents and Copyrights: The Vendor shall defend and hold the City, its officers, agents and employees, harmless from liability of any nature or kind on account of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used under this Contract.
Materials and Workmanship – Warranty A.
The Vendor warrants that the equipment, materials, articles and workmanship used in the work or performed shall be free from defects, suitable for the particular purpose intended, and merchantable. The Vendor shall correct defective work and replace defective materials at the Vendor’s own cost which becomes apparent within one (1) year from the date such defective work or materials should have been reasonably discovered. Any warranty work and materials supplied pursuant to warranty requirements shall be guaranteed for a period of one year from the date the warranty work or material is supplied and, where applicable, installed.
B.
Nothing contained herein shall prohibit the City from invoking or pursuing all other remedies available in law or equity.
Compliance With Law, Notices, Permits The Vendor shall comply with all applicable Federal and state laws, and local ordinances, rules and regulations as the same exist and may be amended from time to time. Should the Vendor fail to observe the aforementioned laws, ordinances, rules and regulations, and do work at variance therewith, the Vendor shall correct the methods of doing such work without cost to the City, even if such deficiency is discovered after the date of final inspection or payment. The Vendor shall be responsible for obtaining any necessary permits and providing any and all notices required for performance of the work.
8.
Cleaning Up The Vendor shall at all times keep the work-site free from accumulations of waste materials or rubbish caused by the Vendor’s employees or the work. At the completion of the work the Vendor shall remove all its rubbish from the site and all its tools, equipment, and surplus materials and shall leave the work clean and ready for use. In case of dispute, the City may remove the rubbish and surplus materials and charge the cost to the Vendor.
9.
Disposal of Solid Waste A.
Should the Vendor or any of its subcontractors discover any suspected hazardous materials as defined by State or Federal law on the work site, Vendor shall immediately cease work, except as necessary to protect the public’s health and safety and immediately notify the City of its suspicions. The City shall be responsible for the removal and disposal of hazardous material after it is reported to the City. Should the Vendor or its subcontractors remove any hazardous material as part of the Contract work, the Vendor shall ensure its disposal in accordance with all applicable laws and provide the City with appropriate documentation of its property disposal. Vendor warrants it has no knowledge of any such hazardous materials as of the date of this agreement.
B.
Should the Vendor be required to dispose of solid waste as a result of the service performed for the City, the Vendor shall provide the City with proof that the solid waste was legally disposed of prior to payment for work which included such disposal.
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10.
Accident Prevention The Vendor shall exercise all reasonable protection at all times for the protection of all persons and property and shall be responsible for all damages to persons or property, either on or off the site, which occur as a result of the Vendor’s fault or negligence in connection with the prosecution of the work. Termination of this Contract shall not be deemed a waiver of Vendor’s responsibility. The Vendor shall observe all safety provisions of applicable laws; and, building and construction codes shall be observed; and, the Vendor shall take or cause to be taken such additional safety and health measures as the City may determine to be reasonably necessary to protect the City.
11.
12.
Subcontractors A.
No Contractual Relationship: Nothing contained in the Contract Documents shall create any contractual relationship between any subcontractor and the City.
B.
Responsibility of Vendor: The Vendor agrees to be fully responsible to the City for the acts or omissions of its subcontractors and of anyone employed directly or indirectly by the Vendor and/or subcontractors and this Contract obligation shall be in addition to the liability imposed by law upon the Vendor.
Inspections, Correction and Rejection The City shall have the right to reject materials and workmanship that are defective or require correction. Rejected workmanship shall be satisfactorily corrected, and rejected materials shall be removed from the premises, both without charge to the City. If the Vendor does not correct such defective work and remove rejected materials within a reasonable time, fixed by written notice, the City may remove or correct the work and charge the expenses to the Vendor.
13.
Inspection After Completion Should it be considered necessary or advisable by the City at any time before acceptance of the work to make an examination of work already completed by dissembling, removing or tearing out same, the Vendor shall on request promptly furnish all necessary facilities, labor and materials for that purpose and the costs thereof shall be charged to the Vendor if the work was covered prior to inspection by the City.
14.
No Waiver by Inspection or Payment Neither the inspection of or payment for any work or materials provided pursuant to the Contract Documents shall relieve the Vendor of the responsibility for negligence or faulty materials or workmanship to the extent and within the period provided by law or this agreement, whichever is longer, and upon written notice the Vendor shall remove any defects due therefrom and correct the same.
15.
Disputes Any disputes concerning a question of fact arising under this Contract that are not disposed of by agreement between the Vendor and the City Representative shall be decided by the City Manager. The decision of the City Manager or the City Manager’s duly authorized representative for the determination of such decisions shall be final and conclusive unless determined by a court of competent jurisdiction to have been fraudulent, or capricious, or arbitrary, or so grossly erroneous as necessarily to imply bad faith, or not supported by substantial evidence. In connection with any proceeding under this clause, the Vendor shall be afforded an opportunity to be heard and to offer evidence in support of its position. Pending final decision of a dispute hereunder, the Vendor shall proceed diligently with the performance of the Contract and in
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accordance with the decision of the City Representative or City Manager, whichever was last issued. 16.
Insurance Provisions During the term of this Contract, at its own cost and expense, the Vendor shall maintain in full force and effect insurance policies as enumerated below. All policies shall be written on an occurrence basis. The City of Champaign and its officers and employees shall be named as an additional insured party on the general liability policy and any umbrella policies if applicable and included as an additional insured on the automobile liability policy. The City’s interest as an additional insured party shall be on a primary and non-contributory basis on all policies and should include the following statement on the insurance certificates, “The City of Champaign and its officers and employees are added as additional insured parties on all policies on a primary and non-contributory basis.” All policies will be written with insurance carriers qualified to do business in the State of Illinois rated A- VIII or better in the latest Best’s Key Rating Guide. All policies shall be written on the most current Insurance Service Office (ISO) form the National Council on Compensation Insurance (NCCI) form or a manuscript form if coverage is broader than the ISO or NCCI form. The Vendor covenants and agrees that it shall be responsible for workers’ compensation insurance for any of the Vendor’s employees on a primary basis, even if accidental injury or illness occurs while the Vendor’s employee is performing work for the City. At the time of submission of the bid documents, the Vendor shall provide the City with certificates of insurance showing evidence the insurance policies noted below are in full force and effect and giving the City at least 30 days written notice prior to any change, cancellation, or non-renewal except in the case of cancellation for non-payment of premium, in which case notice shall be 10 days. Any renewal certificates of insurance shall be automatically provided to the City at least 30 days prior to policy expiration. The Vendor, shall upon request of the City, provide copies of any or all insurance policies. A.
Workers’ Compensation: (a) Coverage A: Statutory Limits (b) Coverage B: One Hundred Thousand Dollars ($100,000) employer’s liability limits for each accident or per disease, per employee. Said policies shall be endorsed to cover any disability benefits or Federal compensation acts if applicable.
B.
General Liability: Combined single limits of at least One Million Dollars ($1,000,000) per occurrence. General Liability Insurance shall include: (a) (b) (c)
C.
Products and completed operations coverage. Contractor’s Protective coverage. Personal Injury Liability coverage
Automobile Liability: Combined single limits of at least One Million Dollars ($1,000,000) per occurrence. Auto liability shall include hired and non-owned autos.
D.
Umbrella Liability policies may be used to satisfy the limits named above.
If a self insured retention or deductible is maintained on any of the policies, the amount of the self insured retention or deductible shall be approved by the City. Such approval shall not be unreasonably withheld. The Vendor will be held solely responsible for the amount of such deductible and for any co-insurance. This provision shall not be construed to be a limitation of liability for the Vendor.
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17.
Indemnity/Hold Harmless To the fullest extent allowed by law, Vendor shall indemnify and save harmless the City against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of the City, and shall defend, indemnify and save harmless the City from any and all claims, demands, suits, actions or proceedings of any kind or nature, including Worker’s Compensation claims, and including the cost of defending same including costs and attorneys fees, of or by anyone whomsoever, in any way resulting from or arising out of the operations of the Vendor or the Vendor’s employees or subcontractors and acts or omissions of employees or agents of Vendor or subcontractors, unless caused solely by the City, its officers or employees. The City shall have the right to estimate the amount of such claims, demands, suits, actions or proceedings for damage or injuries and pay the same, and any amounts so paid shall be deducted from the money due the Vendor under this Contract, and the whole or so much of the money due or to become due the Vendor under this Contract, as may be considered necessary by the City, shall be retained by the City until such claims, demands, suits, actions, or proceedings shall have been settled or otherwise disposed of, and satisfactory evidence to that effect furnished to the City. Insurance coverage specified in these General Conditions shall in no way lessen or limit the liability of Vendor under the terms of the Contract. Vendor shall procure and maintain at the Vendor’s own cost and expense, any additional kinds and amounts of insurance that, in the Vendor’s own judgment, may be necessary for the Vendor’s property protection in the prosecution of the work.
18.
19.
Default and Termination A.
In the event the Vendor voluntarily petitions for bankruptcy or is adjudged bankrupt or makes a general assignment for the benefit of creditors or if a receiver is appointed on account of the Vendor’s insolvency or in the event that any of the provisions of this Contract are violated by the Vendor or by any of its subcontractors or the City reasonably believes such violation is likely, the City may terminate the Contract immediately by sending written notice to the Vendor.
B.
Additionally, the City may serve notice upon the Vendor of intention to terminate unless certain remedial actions are taken. Unless within five (5) days after the serving of such notice upon the Vendor such violation shall cease and arrangements satisfactory to the City for correction be made, the Contract shall upon expiration of said five (5) days cease and terminate with no further notice.
C.
After termination, the City may take over the work and prosecute the same to completion at the expense of the Vendor, and the Vendor shall be liable to the City for any excess cost occasioned to the City thereby, and in such event the City may take possession of and utilize in completing the work, such materials and equipment including those of the Vendor as may be on the site of the work and necessary therefore.
D.
Vendor shall be responsible for all costs incurred by the City to enforce any provision of this Contract and/or to remedy any Vendor default or breach of this Contract, including all court costs and reasonable attorneys’ fees.
City’s Right to Withhold Certain Amounts and Make Application Thereof In addition to the payments to be retained by the City under the other provisions of these General Conditions, the City may withhold a sufficient amount of any payment otherwise due to the Vendor to cover the following: (1)
For claims arising in and from the performance of the work on the project under this Contract.
(2)
For defective work not remedied.
6
Form B-1 11/22/11
(3)
For failure of the Vendor to make property payments to its subcontractors and suppliers. The City shall disburse and shall have the right to act as agent for the Vendor in disbursing such funds as have been withheld pursuant to this paragraph to the party or parties who are entitled to payment therefrom (including the City). The City will render to the Vendor a proper accounting of all such funds disbursed on behalf of the Vendor.
20.
Method of Payment A.
Payment (If only one payment is allowed.): Payment will be made by the City after complete performance of the Contract in accordance with all provisions thereof and upon subsequent receipt by the City of a properly executed invoice together with waivers of liens from all suppliers and subcontractors. Such invoice shall be accompanied by waivers of liens or the equivalent from suppliers of work or materials stating that such work or materials have been paid for by the Vendor. Such invoice shall be paid by the City within sixty (60) days of its receipt, except for those sums allowed to be withheld pursuant to the Contract. To the extent allowed by law, the Vendor agrees that it shall not attempt to enforce provisions of the Local Government Prompt Payment Act in regards to this Contract.
B.
Payment (If more than one payment is anticipated.): 1.
The Vendor may submit to the City applications for partial payment for work performed and materials incorporated in the work. Such applications shall be accompanied by waivers of liens or the equivalent from suppliers of work or materials stating that such work or materials have been paid for by the Vendor. By submitting an application for payment, the Vendor warrants that all employees, subcontractors, and materialmen have been paid to date for the labor and materials contained in the application. Only one application for partial payment may be submitted in any thirty (30) day period.
2.
Not later than forty-five (45) days following the submission of the application for payment, the City shall pay the Vendor for the amount of the work contained in the application which has been found by the City to have been actually performed less ten percent (10%) of such amount which shall be retained until final payment, less other deductions authorized to be retained by other sections of these General Conditions.
3.
After final inspections by the City, the Vendor shall prepare its application for final payment and submit it to the City for its approval. The application for final payment shall contain the total cost of the work as set forth in the proposal less all previous payments to the Vendor and be adjusted by the cost of all authorized change orders. Such application shall have attached thereto final lien waivers or the equivalent for all labor and materials incorporated into the work from all persons having supplied labor and materials under this Contract. The City shall pay to the Vendor, not later than forty-five (45) days after such application is made, the amount which the City finds to be due and owing less deductions authorized by these General Conditions.
4.
When the work is substantially completed, the Vendor shall notify the City’s Representative that the work will be ready for final inspection on a definite date.
5.
To the extent allowed by law, the Vendor agrees that it shall not attempt to enforce provisions of the Local Government Prompt Payment Act in regards to this Contract.
7
Form B-1 11/22/11
21.
Performance Bond
NOT APPLICABLE TO THIS CONTRACT
The Vendor shall not commence work under this Contract until it has obtained and submitted both a Performance Bond and a Labor and Material Payment Bond or a combined Performance and Payment Bond in favor of the City and such bond(s) have been approved by the City. Such bond(s) shall cover such performance, labor and materials used in the work whether by the Vendor or by any subcontractor. Said bond(s) shall remain in full force and effect for the duration of the Contract and during the term of any guarantee or warranty period required by the Contract Documents. The Performance Bond shall be conditioned on the full and faithful performance of the Contract according to its terms and shall be in an amount of ten percent (10%) the Contract Price. 22.
Prevailing Wage Rates If this project involves a Public Work, the Vendor shall fully comply with all requirements of the Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.).
23.
Veteran’s Preference Act and Employment of Illinois Workers on Public Works Act. The Contractor shall comply with the Veterans Preference Act (330 ILCS 55/1 et seq.) and the Employment of Illinois Workers on Public Works Act (30 ILCS 570-0.01 et seq) in the employment and appointment to fill positions in the construction, addition to, or alteration of any public work.
24.
Public Advertising The Vendor is specifically denied the right of using in any form or medium the name of the City of Champaign for public advertising unless express permission is granted by the City Manager of the City.
25.
Additional Payments Not Allowed No claim for extra payment under this Contract will be allowed on account of strikes, renegotiation of labor contracts or other labor related negotiations, it being agreed by the parties hereto that such matters were foreseeable by the Vendor and taken into account in the submission of its offer.
26.
Assignment of Contract It is mutually understood and agreed that the Vendor shall not assign, transfer, convey, sublet or otherwise dispose of this Contract or any part hereof without the written consent of the City Manager. No assignment of this Contract shall be valid unless it shall contain a provision that the funds to be paid to the assignee under the assignment are subject to a prior lien for services rendered or materials supplied for the performance of the work called for in said Contract in favor of all persons, firms, or corporations rendering such services or supplying such materials.
27.
Human Rights Guarantee Provision (See CMC §12.5-64). (A)
For the purposes of this provision, ‘contracting entity’ means the legal entity that has signed a Contract to provide services or perform work or to provide personal property or a combination thereof to or on behalf of the City. The words used herein and the requirements shall be interpreted or have the meaning ascribed to them in the City’s Equal Opportunity in Purchasing Ordinance. (1) Non-Discrimination Pledge. The contracting entity shall not discriminate against any employee during the course of employment or applicant for employment because of race, color, religion, creed, class, national origin, sex, age, marital status, physical or mental handicap, sexual preference, family responsibilities, matriculation, political affiliations, prior arrest record or source of income. The contracting entity shall take good faith affirmative action in accordance with its
8
Form B-1 11/22/11
(2)
(3)
(4)
(5)
(6)
(7)
affirmative action plan which has been submitted to and approved by the City, if a plan is required. Notices. The contracting entity shall post notices regarding non-discrimination in conspicuous places available to employees and applicants for employment. The notices shall be provided by the City, setting forth the provisions of the NonDiscrimination Pledge; however, the contracting entity may post other notices of similar character supplied by another governmental agency in lieu of the City’s notice. Solicitation and Ads for Employment. The contracting entity shall, in all solicitations and advertisements for employees placed by or on behalf of the contracting entity, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, class, national origin, sex, age, marital status, physical or mental handicap, sexual preference, family responsibilities, matriculation, political affiliations, prior arrest record or source of income. An advertisement in a publication may state ‘This is an Equal Opportunity Employer’, which statement shall meet the requirements of this Section. Employment Relations. The contracting entity shall have sent within six (6) months prior to entering into a City contract or shall send prior to the effective date of the contract to each labor union, employment service agency, or representative of workers with which the contracting entity has a collective bargaining agreement or other contract or understanding, a notice as set forth in Section 2 advising the labor union, worker representative, employment service agency of the contracting entity’s commitment under the Non-Discrimination Pledge. Access to Books. The contracting entity shall permit access to all books, records and accounts pertaining to its employment practices by the City Manager or the City Manager’s designee for purposes of investigation to ascertain compliance with this Provision. Reports. The contracting entity shall, if requested, provide periodic compliance reports to the City Manager. Such reports shall be within the time and in the manner proscribed by the City and describe efforts made to comply with the provisions of this Provision entitled “Human Rights Guarantees”. Remedies. In the event that any contracting entity fails to comply with the NonDiscrimination Pledge, affirmative action provisions of the above subsections, or fails to comply with or make good faith efforts to comply with affirmative action plan or any provision of City, State or Federal law relating to human rights, after the City has provided written notice to the contracting entity with an opportunity to speak to the City Manager or the City Manager’s designee relative to such failure to comply, then the City, at its option, may declare the contracting entity to be in default of this agreement and take, without election, any or all of the following actions: (i) Cancel, terminate or suspend the contract in whole or in part; (ii) Declare the contracting entity ineligible for further contracts for a calendar year; (iii) Recover from the contracting entity by set-off against the unpaid portion of the Contract Price, or otherwise recover money due to the contracting entity pursuant to the contract, the sum of Fifty Dollars ($50.00) per day, as liquidated damages and not as a penalty, for each day after the date of the notice that the contracting entity shall fail to comply with these provisions of the contract, as determined by the City Manager, the said sum being fixed and agreed upon by and between the contracting entity and the City because of the impracticability and extreme difficulty of fixing and ascertaining the actual damages which the City would sustain in the event of such breach of contract, and said amount is agreed to be the amount of monetary damages which the City would sustain; (iv) Seek other sanctions as may be imposed by the Human Relations Commission or other governmental bodies pursuant to law.
9
Form B-1 11/22/11
(B)
The Construction Contractor shall automatically include the provisions of the foregoing paragraphs in every construction subcontract so that the provisions will be binding upon each construction subcontractor.
10
Form B-1 11/22/11
SECTION 3. PROPOSAL FORM Item or Services Sought: Multimedia and Broadcast System Replacement 1. The undersigned submits the following proposal for the above referenced items or services as requested in the RFP/RFQ. 2. Vendor offers to supply all items or services required by the Contract Documents for the amount set forth in Section II below or as set forth in the Proposal. 3. The undersigned has familiarized himself/herself/itself with all of the conditions affecting the contract and the detailed requirement of performance, and understands that in making this proposal, the Vendor waives all right to plead any misunderstanding regarding the same. 4. The undersigned further agrees to ship the products and equipment as set forth in Section IV below and/or to perform the work in such manner and with sufficient materials, equipment and labor as will ensure its completion in accord with all expectations as set forth in the Request and Contract Documents. 5. If required by the RFP/RFQ, accompanying this Proposal is a bank draft, bank cashier's check, certified check or bid bond issued by a surety licensed to do business in Illinois, or letter of credit, complying with the requirements of the specifications and instructions, made payable to the City of Champaign in the amount set forth in Section III. If this Proposal is accepted and the undersigned shall fail to execute a contract or submit evidence of insurance, performance bond or other documents as required, it is hereby agreed that the amount of the check, letter of credit, draft or bond shall become the property of the City, and shall be considered as payment of damages due to delay and other injuries suffered by the City because of the failure to execute said contract; otherwise, said check, letter of credit, draft, or bond, shall be returned to the undersigned as provided for in the Request. 6. I certify that this Proposal has been prepared under my personal supervision and with my full knowledge. I propose to furnish only those items of service specified. I will not petition the City for a substitution of the specified services, unless previously approved in accordance with the RFP/RFQ. 7. Vendor further agrees that this proposal may not be withdrawn from consideration for a period of Ninety (90) days from the proposal due date. 8. The undersigned acknowledges receipt of the following addenda:
ADDENDA NO.
DATE OF ADDENDA
Form D-2 10/07
9. I hereby attach any and all warranty documents, affidavits, and all other materials required by the specifications. I. (Please Type or Print) Name and Address of Vendor: __________________________________________________ __________________________________________________ Contact Person:
__________________________________________________
Phone:
__________________________________________________
Fax and Email: II.
__________________________________________________
Total Proposal Amount: III. (Circle One) Proposal Bond / Certified Check / Cashier Check / Bank Draft / Letter of Credit Bond Amount: _____________________ (Not Applicable)
(Item MUST be attached to this form)
IV. Delivery/Completion Date: __
_____________________
Or Within 120 days of receipt of a Notice to Proceed
BY:_______________________________ (Signature)
DATE:__________________
_______________________________ (Printed Name) _______________________________ (Title) If a corporation, affix seal
ATTEST:_____________________________________ _____________________________________ (Printed Name)
Form D-2 10/07
DUAL REPRESENTATION AFFIDAVIT (Note: Every professional must completely fill out and sign this affidavit or must receive a determination that the affidavit is not required in connection with this contract.
STATE OF __________________________) ) SS. COUNTY OF ________________________) [Fill in State and County in which affidavit is being signed.]
The undersigned professional, being duly sworn, states and as certifies that it will read, review, agree to, and abide by the following City of Champaign Dual Representation Policy. The Policy may be obtained from the City of Champaign Legal Department. I. DISCLOSURE Where dual representation exists or is proposed, the professional shall provide full information in writing to the City and the other party with respect to the representation of the other party at the earliest possible time that the issue is known to the professional. Detailed disclosure of the nature and extent of the services to be rendered and areas where services overlap with that of the City should be provided by written correspondence by the professional. II. CONSENT Where dual representation exists or is proposed, the professional hereby agrees that the City shall have the option of 1) providing consent in writing; or 2) withdrawing from any contractual commitment with the professional; or 3) requesting the professional to not provide the services to the other party.
PROFESSIONAL Signature______________________________ Printed Name:__________________________ Title:_________________________________
Subscribed and sworn to before me this ____ day of _______________, 20___.
_____________________________________ Notary Public My Commission Expires: ___________________
Form D-10 01/05
DISCLOSURE AFFIDAVIT (NOTE: This Affidavit must be completely filled out and signed by any party doing business with the City. This Affidavit assists the City in making determinations relative to conflict of interest and other laws.) (Fill in state and county in which affidavit is being signed)
STATE OF _______________________
) ) ss. COUNTY OF_______________________ ) I, the undersigned, being duly sworn, do state as follows:
SECTION 1. BUSINESS STATUS STATEMENT A.
_______________________ (hereafter "Contractor” or “Vendor") is a: _____ _____ _____ _____
Corporation Partnership Limited Liability Corporation (LLC) Individual or Sole Proprietorship
Contractor’s Federal Tax Identification Number, or in the case of an individual or sole proprietorship, Social Security Number: __________________________ (If a Corporation, complete B; If a Partnership or LLC, complete C; If an Individual, complete D)
B.
CORPORATION The State of Incorporation is _______________________.
Registered Agent of Corporation in Illinois: __________________________________ Name
Business Information (If Different from Registered Agent): _______________________________________ Company Address, Principal Office
__________________________________ Address
______________________________________ City, State, Zip
__________________________________ City, State, Zip __________________________________ Telephone
______________________________________ Telephone Facsimile ___________________________________ Website
The corporate officers are as follows (list and identify all corporate officers - attach additional sheets if necessary): President:_______________________________ Vice President: __________________________ Secretary: ______________________________ Form D-6 01/09
C.
PARTNERSHIP OR L.L.C. The business address is: __________________________ Telephone: __________________________
Fax: __________________________
Website or Email Address: __________________________ The partners or members are as follows: (Attach additional sheets if necessary) (Name, Home Address and Telephone)
(Name, Home Address and Telephone)
(Name, Home Address and Telephone)
D.
INDIVIDUAL PROPRIETORSHIP The business address is __________________________ Telephone: __________________________
Fax: __________________________
My home address is __________________________ Telephone: __________________________
Fax: __________________________
Email or website: __________________________
SECTION 2. NON-COLLUSION STATEMENT A.
This proposal, bid or contract is made without any connection or common interest in the profits with any other person other than the Vendor except as listed on a separate attached sheet to this affidavit. Check One: __________ Others Interested in Contract _________ None
Form D-6 01/09
B.
No department director or any employee or any officer of the City of Champaign has any financial interest, directly or indirectly, in the award of this contract except as listed on a separate attached sheet to this affidavit.
C.
That the Contractor/Vendor is not barred from bidding on any contract, if bidding process was used) as a result of violation of 720 ILCS 5/33E-3 and 5/33E-4 (Bid Rigging or Bid Rotating).
SECTION 3. DRUG FREE WORKPLACE AND DELINQUENT ILLINOIS TAXES STATEMENT The undersigned states under oath that the Contractor/Vendor is in full compliance with the Illinois Drug Free Workplace Act, 30 ILCS 580/1. The undersigned also states under oath and certifies that Contractor/Vendor is not delinquent in payment of any tax administered by the Illinois Department of Revenue except that the taxes for which liability for the taxes or the amount of the taxes are being contested, in accordance with the procedures established by the appropriate Revenue Act; or that the Vendor has entered into an agreement(s) with the Illinois Department of Revenue for the payment of all taxes due and is in compliance with the agreement.
SECTION 4. FAMILIARITY WITH LAWS STATEMENT The undersigned, being duly sworn, hereby states that the Contractor/Vendor and its employees are familiar with and will comply with all Federal, State and local laws applicable to the project, which may include, but is not limited to, the Prevailing Wage Act and the Davis-Bacon Act. CONTRACTOR/VENDOR ______________________________________ Signature Printed Name: __________________________ Title:__________________________________ SUBSCRIBED and SWORN to before me this ____ day of _______________, 20___.
________________________________ Notary Public My Commission Expires: _______________________
Form D-6 01/09
Office Use Only
Community Relations Office 102 North Neil Street Champaign, Illinois 61820 (217) 403-8830 or (217) 403-8835 (fax)
Requested by:
Date:
Approved by:
Date:
Vendor Number:
Code:
Entered: CRO FIN
Certificate Number:
Certificate Expiration Date:
AFFIRMATIVE ACTION REPORT FORM Failure to properly complete and sign this form prior to the execution of a contract with the City, or within 7 days after a request to submit this report, will result in it being returned unprocessed thereby resulting in a delay or denial of eligibility to bid or do business with the City of Champaign.
Section I. Identification 1. Company Name and Address: PLEASE PRINT
d/b/a: Chief Executive Officer: Address: Telephone: ( ) _______ - ____________
City/State/Zip: Fax: ( ) ________- ____________
FEI Number: E-mail Address: Check one of the following: Corporation
Social Security Number:
Partnership
Individual Proprietorship
Limited Liability Corp.
2. Name and Address of the Company’s Principal Office (answer only if not the same as above): Name: Address: 3. Major activity of your company (product or service):
4. Nature of Business: Contract: Bid: Register as a new vendor for future projects. Other:
City/State/Zip:
SECTION II. Policies and Practices A.
B.
Description of Equal Employment Opportunity (EEO) Policies and Practices Is it the Company’s policy to recruit, hire, train, upgrade, promote and discipline persons without regard to race, color, religion, creed, class, national origin, sex, age, marital status, physical or mental handicap, sexual preference, family responsibilities, matriculation, political affiliations, prior arrest or source of income? Has someone been assigned to develop procedures, which will assure that the EEO policy is implemented and enforced by managerial, administrative, and supervisory personnel? If so, please indicate the name and title of the official charged with this responsibility. Name: ____________________________________Title: ___________________________________ Telephone: ________________________________ Fax: ____________________________________ Address: __________________________________________________________________________ E-mail ____________________________________________________________________________
C.
Has the company developed a written Affirmative Action Plan? Note: a copy of the Affirmative Action Plan must be submitted with this form in order to be considered eligible to do business with the City of Champaign. If you would like technical assistance in developing a plan, please contact the Community Relations Office at (217) 403-8830.
D.
Has the company developed a written policy statement prohibiting Sexual Harassment? Note: Please attach a copy of the policy statement.
E.
If advertising is used, does it specify that all qualified applicants will be considered for employment without regard to race, color, religion, creed, class, national origin, sex, age, marital status, physical or mental handicap, sexual preference, family responsibilities, matriculation, political affiliations, prior arrest or source of income? Has the contractor notified all of its sub-contractors of their obligations to comply with the Equal Opportunity requirements either in writing, by inclusion in subcontracts or purchase orders?
F. G.
Is your company a minority/women owned business? (Defined as at least 51% owned by individuals who are of the female gender and/or who have origins in one or more of the following groups: African American, Hispanic, Asian American, and Native American.)
H.
If you answered “YES” to G, please check all classifications that apply: ___ Asian American ___ Hispanic ___ Native American
I.
If you answered “YES” to G, would you like to be added to our Minority E-mail Group and/or Minority Directory? Please include your e-mail address: ____________________________________
J.
Is the company a state certified minority/women owned business? If yes, please attach a copy of state certification.
K.
Is your company certified with IDOT as a DBE firm? (Defined as a small business firm that is owned and controlled by socially and economically disadvantaged individuals.)
L.
Does the company have collective bargaining agreements with labor organizations?
M.
Have the labor organizations been notified of the company’s responsibility to comply with the Equal Employment Opportunity requirements in all contracts with the City of Champaign?
___ African American ___ Female
YES
NO
SECTION III. Employment Information a. Please complete the company work force analysis on the bottom of this page. Use the number of employees as of the most recent payroll period. Be sure to complete all applicable columns. b. Job Classifications (see descriptions, next page) c. Identify the geographical area(s) from which the company may reasonably recruit employees (Use city, county, Standard Metropolitan Statistical Area, or distance in miles from company location, etc.) d. If minorities and females are currently under-represented in your work force, please attach a copy of an explanation of your plan to recruit and hire qualified minorities and females.
Job Categories
(A)
Overall Totals M (B)
F (C)
White (Not of Hispanic Origin) M (D)
Black or AfricanAmerican (Not of Hispanic Origin)
F (E)
M (F)
F (G)
Hispanic or Latino M (H)
F (I)
Asian or Pacific Islander M (J)
F (K)
American Indian or Alaskan Native M (L)
F (M)
Officials & Mgrs Professionals Technicians Sales Workers Office & Clerical Craft Workers (Skilled) Operatives (Semi-Skilled) Laborers (Unskilled) Service Workers
TOTAL M = MALE, Column B is sum of Rows D, F, H, J and L.
F = FEMALE, Column C is sum of Rows E, G, I, K and M.
Date of above Data:______________________________
SECTION IV. Certification The company certifies that it has answered all of the foregoing questions truthfully to the best of its knowledge and belief and agrees that it/he/she will comply and abide by the City’s Affirmative Action Ordinance (Section 12.5-65) and Human Rights Guarantee provision (Section 12.5-64).
Signature:
Typed Name & Title
Telephone Number
Date
DEFINITIONS OF TERMINOLOGY LISTED IN THE WORKFORCE PROFILE TABLE (See previous Page)
DESCRIPTION OF RACE/ETHNIC CATEGORIES
Race/ethnic designations as used by the Department do not denote scientific definitions of anthropological origins. For the purposes of this report, an employee may be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. However, no person should be counted in more than one race/ethnic group. The race/ethnic categories for this report are: White (Not of Hispanic origin). All persons having origins in any of the original peoples of Europe, North Africa or the Middle East. Black of African-American (Not of Hispanic origin). All persons having origins in any of the Black racial groups of Africa. Hispanic or Latino. All persons of Mexican, Puerto Rican, Cuban, Central of South American, or other Spanish culture or origin, regardless of race. Asian or Pacific Islander. All persons having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippine Islands and Samoa. American Indian or Alaskan Native. All persons having origins in any of the original peoples of North America, and who maintain cultural identification through tribal affiliation or community recognition.
DESCRIPTION OF JOB CATEGORIES
Each employee should be counted in only one job category. Select the category containing the jobs most similar to that performed by the employee. The jobs listed in each category are intended to provide an example, not a complete list, of all job titles falling into that category. Officials and Managers. Occupations requiring administrative and managerial personnel who set broad policies, exercise overall responsibility for execution of these policies, and direct individual departments or special phases of firm’s operations. Includes: officials, executives, middle management, plant managers, department managers, and superintendents, salaried supervisors who are members of management, purchasing agents and buyers, railroad conductors and yard masters, ship captains, mates and other officers farm operators and managers, and kindred workers. Professionals. Occupations requiring either college graduation or experience of such kind and amount as to provide a comparable background. Includes: accountants and auditors, airplane pilots and navigators, architects, artists, chemists, designers, dietitians, editors, engineers, layers, librarians, mathematicians, natural scientist, registered professional nurses, personnel and labor relations specialist, physical scientist, physicians, social scientist, teachers, surveyors and kindred workers. Technicians. Occupations requiring a combination of basic scientific knowledge and manual skill which can be obtained through 2 years of post high school education, such as is offered in many technical institutes and union colleges, or through equivalent on-the-job training. Include: computer programmers, drafters, engineering aides, junior engineers, mathematical aides, licensed, practical or vocational nurses, photographers, radio operators, scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical science), and kindred workers. Sales. Occupations engaging wholly or primarily in direct selling. Includes: advertising agents and sates workers, insurance agents and brokers, real estate agents, and brokers, stock and bond sales workers, demonstrators, sales workers and sales clerks, grocery clerks, and cashiers/checkers, and kindred workers. Office and Clerical. Includes all clerical-type work regardless of level of difficulty, where the activities are predominantly non manual though some manual work not directly involved with altering or transporting the products is included. Includes: bookkeepers, collectors (bills and accounts), messengers and office helpers, office machine operators (including computer), shipping and receiving clerks, stenographers, typists and secretaries, telegraph and telephone operators, legal assistants, and kindred workers. Craft Workers (Skilled). Manual workers of relatively high skill level having a thorough and comprehensive knowledge of the processes involved in their work. Exercise considerable independent judgment and usually receive an extensive period of training. Includes: the building trades, hourly paid supervisors and lead operators who are not members of occupations, compositors and typesetters, electricians, engravers, painters (construction and maintenance), motion picture projectionists, pattern and model makers, stationary hand painters, coaters, bakers, decorating occupations, and kindred workers. Operatives (Semi-Skilled). Workers who operate machine or processing equipment or perform other factory-type duties of intermediate skill level which can be mastered in a few weeks and require only limited training. Includes: apprentices (auto service and stitchers, dryers, furnace workers, heaters, laundry and dry cleaning operatives, milliners, mine operatives and laborers, motor operators, oilers and greasers (except auto), painters (manufactured articles), photographic process workers, truck and tractor drivers, knitting, looping, taping and weaving machine operators, welders and flame cutters, electrical and electronic equipment assemblers, butchers and meat cutters, inspectors, testers and graders, hand packers and packagers, and kindred workers. Laborers (Unskilled). Workers in manual occupations which generally require no special training who perform elementary duties that may be learned in a few days and require the application of little or no independent judgment. Includes: garage laborers, car washers and greasers, groundskeepers and gardeners, farm workers, stevedores, wood choppers, laborers performing lifting, digging, mixing, loading and pulling operation and kindred workers. Service Workers. Workers in both protective and nonprotective service occupations. Includes: Attendants (hospital and other institutions, professional and personal service, including nurses aides, and orderlies), barbers, char workers and cleaners, cooks, counter and fountain workers, elevator operators, firefighters and fire protection, guards, doorkeepers, stewards, janitors, police officers and detectives, porters, waiters and waitresses, amusement and recreation facilities attendants, guides, ushers, public transportation attendants, and kindred workers. J:\CMO\CRO\A-Affirmative Action\FORMS-LOGS\AA FORMS\Affirmative Action Report Form REVISED 2013.04.25.docx