RFQ: Judicial Branch Digital Recording Services

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Maine Judicial Branch (MJB) Administrative Office of the Courts (AOC)

RFQ: Judicial Branch Digital Recording Services QUOTE REQUIREMENTS AND SPECIFICATIONS A.

Background

Provide five (5) ForTheRecord® (FTR) 5.6 Reporter™ digital electronic recording software programs, with FTR® Guardian and FTR® Access, uninterrupted power supply (UPS), and DMX8 mixers. Project scope includes the full installation and configuration of FTR® 5.6 (e.g. including picking up computers at the Capital Judicial Center, Augusta, unboxing and setting-up at the installation site, installing FTR® 5.6, and configuring mixers) on computers in four (4) courtrooms in Portland, Maine, with one (1) spare unit set up.

B.

Schedule   

C.

Quote Due Date: February 5, 2015 by 2:00 pm local time. Vendor completion of work – Work to be done in Portland, Maine during the week of March 30-April 3. Locations and number of courtrooms are as follows: Four (4) courtrooms in the Cumberland County Courthouse, Portland, Maine. One (1) spare unit to be set up to be ready for use and will remain in the Cumberland County Courthouse as a spare.

Non Responsive Quotes

Failure to comply with all requirements contained in the RFQ will result in the quote being considered non responsive.

D.

Right to Accept or Reject Quotes

If there are no vendors who meet the Quote requirements and/or budget, the Administrative Office of the Courts (AOC) reserves the right to reject any or all quotes and/or cancel this RFQ. This RFQ does not commit the AOC to award any contracts.

E.

Vendor Requirement

Vendor must be a FTR® manufacturer premier authorized reseller and provide documentation indicating this status.

F.

Description of Devices To Be Installed

Digital Electronic Recording systems are to be purchased for, and installed in, four (4) courtrooms and as one (1) spare unit.

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G.

FTR® Reporter version 5.6 software (PSP-00199-GR56-0E) or most current version (audio only) including Log Notes and Player (5 units), appropriate licenses, and USB clock (PHP-02899-HZ10ZN), FTR® Guardian and FTR® Access, uninterrupted power supply (UPS) and DMX8 Mixers for each unit. The Judicial Branch will provide a PC for each location for vendor software installation. The vendor will be responsible for installing the digital electronic recording software onto each PC computer and partitioning the hard drive. The vendor will provide five (5) DMX8 USB audio mixers (PHP-HP-20499HZ20-ZE) with 8 XLR inputs and 4 Channel outputs. The DMX8 units will be installed in courtrooms according to the schedule outlined above in Section B and/or as directed by the Manager of the Office of Transcript Operations.

Installation Requirements

Installation: The vendor is responsible for set up and installation of five (5) digital electronic recording devices and software.  

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Installation will include: Pick up five (5) computers at the Capital Judicial Center, Augusta, Maine, unboxing and setting up at the installation site, installing FTR® 5.6, Guardian and Access, the uninterrupted power supply (UPS) and configuring DMX8 mixers. Unplugging existing analog equipment, reviewing conditions of existing cables and power hook ups for existing equipment (analog device, speakers, etc.), and the reuse of such cables, connectors, and microphones where possible and, with approval, replacing such equipment as necessary. Based upon our past experience, the great majority of cables and connectors will be reusable. The cost for replacing cables, connectors, and microphones will not be included within this Quote. When such replacement is necessary, the vendor will provide a separate cost estimate for such replacement and installation. Installing the FTR® software on the PC computers and the DMX8 mixers. The integration of existing assistive listening devices with the installed FTR® system. Testing installed FTR® 5.6 software, the PC computers, the uninterrupted power supply (UPS), the DMX8 mixers and the on-site assisted listening devices to assure that the recording and/or sound systems work correctly. In locations that have courtroom sound systems, the vendor will need to remove any modifications (such as resistors) that adjust input levels.

The Judicial Branch will have staff (Office of Information Technology and/or Office of Transcript Operations) on-site or available to consult during installation.

H.

Support and Maintenance

The vendor quote will include providing 12 months of on-site service and 12 months of Ruby on-line telephone support for the 12 courtrooms. Also distinguish as to which services are provided by FTR® and which by the vendor.

I.

Additional Information Required 1. Quotes submitted must also provide the following items:  A brief history of the vendor and a description of the vendor’s present organizational structure, indicating staffing lines such as the relationship between management and support staff. This may include an organizational chart.  A summary of any litigation, previous or outstanding, as related to the vendor’s performance of professional services contracts.  The vendor’s number of years providing digital audio recording service.  The names and curriculum vitae/resume of each employee of the vendor who will work on the project, including the experience, education, and professional qualifications each employee has in providing digital audio recording services.  The identity of the vendor’s representative(s) who will serve as the point of contact and/or manager of this project, including his or her qualifications, highlighting similar projects successfully managed.  A minimum of three (3) references for projects involving court digital electronic recording installation, including name, address, and telephone numbers of prior or present customers. 2. Background Check Requirement: Once selected and before a contract can be awarded vendors must provide waivers to allow the MJB to conduct a background check on each employee and subcontractor who will be working on this project. Employees with felony convictions or extensive traffic records may be rejected and not allowed to work on this project or visit court locations. 3. Certification: For the purpose of demonstrating qualifications, the vendor will be required to provide copies of required certifications/documentation, such as documentation that the vendor is an FTR® manufacturer premier authorized reseller, before a formal contract will be issued. 4. Certificate of Authority: Out of state vendors must have a valid Certificate of Authority, as required by Maine law, 31 M.R.S. § 1412. This requirement may be satisfied by applying for a Certificate of Authority immediately upon signing a contract to provide services called for in this RFQ. An out of state vendor is welcome

to submit copies of current Certificates of Authority to transaction business with its proposal. 5. An indication as to the vendor’s confidence that the installed FTR® 5.6 will be fully compatible with both infrared and FM assisted listening devices. 6. An indication as to the vendor’s confidence that the product with installation and will be fully implemented no later than final installation dates as outlined above in Section B.