LAKE COUNTY COMMON PLEAS COURT GENERAL DIVISION

Transcription

1 LAKE COUNTY COMMON PLEAS COURT GENERAL DIVISION REQUEST FOR PROPOSAL FOR COURTROOM AUDIO/VISUAL SYSTEMS January 29, 2015 Lake County Common Pleas Court 47 North Park Place Painesville, OH LAKE_AVbid_RFP_final.doc Page 1 of 7

2 1. OVERVIEW OF PROJECT The Lake County Common Pleas Court, General Division is soliciting proposals from vendors that are able to provide a state of the art A/V system for each of the four courts that comprise the General Division, while taking into consideration the unique physical layouts of each courtroom, together with consideration of existing equipment and bringing the them up to current technological standards to allow for easier use by the visiting public as well as parties and attorneys on a case. 2. INSTRUCTIONS Sealed proposals will be received by the Board of County Commissioners in and for Lake County at their office in the Lake County Administration Center, 105 Main Street, Painesville, Ohio 44077; up to the hour of 11:00 AM Local Time on Wednesday, February 25, 2015, and made public thereafter, for the following project: Lake County Court of Common Pleas Courtroom Audio/Visual Systems Said proposals shall be to provide and implement appropriate Audio/Visual (henceforth A/V ) systems for use by four separate courtrooms in the Lake County Court of Common Pleas with specifications developed by the Lake County Court of Common Pleas Information Technology Department. The specifications and request for proposals package may be obtained from W. James Walsh, IT Director for the Lake County Court of Common Pleas, at the Lake County Courthouse, 47 North Park Place, Painesville, Ohio during weekday business hours from 8:00 a.m. to 4:30 p.m., or via at Jim.Walsh@lakecountyohio.gov. Proposals shall be addressed to the Board of Lake County Commissioners, Lake County Administration Center, 105 Main Street, Painesville, Ohio 44077, and marked LCCP A/V Systems. The Proposal must be accompanied by a bid guarantee in the form of an original Bid bond, OR by a certified check, cashier s check, or irrevocable letter of credit equal to five percent (5%) of the amount of the proposal, drawn on a solvent bank and payable to the Board of Lake County Commissioners, as surety that if the proposal is accepted, a contract will be entered into and its performance properly secured. Should any proposal be rejected said surety shall forthwith be returned to the offeror and should any proposal be accepted such bond, certified check, cashier s check, or letter of credit will be returned to the offeror upon proper execution and securing of the contract. Each vendor seeking to submit a proposal on this project MUST attend a MANDATORY Pre-Bid Conference to be held in the Lake County Courthouse on Friday, February 6, 2015 at 11:00 AM. Questions of clarification of this LAKE_AVbid_RFP_final.doc Page 2 of 7

3 document will be answered at this time. No questions will be fielded apart from this Pre-Bid Conference so as not to afford any particular vendor undue advantage in the process. After submission of Proposals, the contracting authority may, if necessary, conduct discussions with offerors for the purpose of insuring full understanding of, and responsiveness to, the requirements specified in the requests for proposals, and accord fair and equal treatment with respect to any opportunity for discussion with offerors to provide any clarification, correction, or revision of proposals. The contracting authority reserves the right to reject any proposal in which the offeror takes exception to the terms and conditions of the request for proposals; fails to meet the terms and conditions of the request for proposals, including but not limited to, the standards, specifications, and requirements specified in the request for proposals; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the contracting authority; The contracting authority reserves the right to reject, in whole or in part, any proposal that the county contracting authority has determined would not be in the best interest of the county; The contracting authority reserves the right to waive any informalities in the Proposals; The Board of Lake County Commissioners will be the contracting authority on any agreement resulting from this Request For Proposals. As such, the Court will consider the submissions received in determining whether and under what circumstances they may recommend that the Board of Lake County Commissioners contract with a respondent. 3. FORM OF PROPOSALS a) Each Proposal shall be delivered in the following form: (1) ORIGINAL PRINTED and BOUND PROPOSAL (2) FIVE (5) ADDITIONAL PRINTED and BOUND COPIES FOR DISTRIBUTION TO PARTIES ON THE PROJECT (3) AN ELECTRONIC COPY ON DVD or CD b) The following included documents shall accompany submitted Proposals and shall be incorporated by reference in the Request for Proposals: (1) Form of Non-Collusion Affidavit LAKE_AVbid_RFP_final.doc Page 3 of 7

4 (2) Certificate as to Corporate Principal (3) Civil Rights Compliance Form (4) Affidavit of Compliance with Ohio Revised Code Section c) The following items shall be included with the proposal: 4. CRITERIA (1) Detail in narrative format how the solution will be installed, integrated, and operated. Also detail what integration will be included. (2) Design Document The respondent shall deliver, within the submission, a complete design document of the proposed system solution to include but not limited to: a) All proposed system documentation, hardware, and peripherals b) Design and description of integration c) End-to-end integration diagram d) Test plan for system acceptance (3) Costs (specific, detailed, and comprehensive): a) Hardware and Equipment primary b) Hardware and Equipment miscellaneous supplies c) Installation and Integration d) Training e) Annual Renewable Service Contract (4) Expectations from County what will be required of County in terms of access, cabling, power, lift equipment, assistance, and so forth. (5) Include a comprehensive list of references including company names and contact phones numbers and addresses. Proposals will be evaluated on the basis of: a. How thoroughly the Proposal addresses the needs as outlined in the sections labeled Scope of Work. b. Creative approaches to the needs as outlined in the sections labeled Scope of Work. c. Ease of use of the proposed systems. d. Cost e. Suitability for use in a justice environment f. Whether the proposed solution adheres to current technological standards. LAKE_AVbid_RFP_final.doc Page 4 of 7

5 5. SCOPE OF WORK a) BUSINESS REQUIREMENTS OF THE PROPOSED A/V SYSTEMS The proposed A/V system shall permit use of courtroom display technology to accomplish the following: (1) Allow the court to display exhibits and play video; (2) Allow attorneys to present the digital aspects of their case on the displays; (3) Integrate with existing Public Address (P/A) systems and hearing impaired technology already installed; (4) Accept inputs from laptops and tablets in popular versions, within the limits imposed by those same technologies; (5) Allow for display of live markups of images using attorneys own equipment; (6) Judicial control over audio and video sources ability to preempt; (7) The proposed system must be able to integrate with the existing Lake County network infrastructure. Generally, the proposed system shall: (1) Be turnkey with all needed components provided. (2) Allow sharing of screen images from visitors laptop and/or tablet and/or mobile devices. (3) Allow for future integration of live streaming. Visitors to the court should be able to share display and audio data from: (1) Windows PC (2) Apple Mac (3) Tablet or iphone ios (4) Tablet or smart phone Android All audio will be routed to the existing P/A system in each courtroom. b) TECHNICAL REQUIREMENTS Equipment required for each of the four courtrooms: (1) Attorney A/V sharing will be via: a. Barco ClickShare wireless presentation system b. Apple TV (2) Switching mechanism to allow judicial control over A/V content (3) Rack for all equipment (4) All necessary cabling LAKE_AVbid_RFP_final.doc Page 5 of 7

6 (5) All supporting equipment required for proposed system to function Specific requirements for each courtroom: (1) CP1 (Judge Culotta, 1 st floor)- This courtroom is currently equipped with an overhead display unit that shall remain and be incorporated into proposed solution. This courtroom is currently configured with an outdated Crestron based Courtroom of the Future installation. i. Two (2)- 19 desktop monitors for prosecution and defense (2) CP2 (Judge O Donnell, Lower level)- This courtroom is currently equipped with a wall mounted Smartboard, dated technology to be retired. i. 80 LED wall display + mount ii. 65 LED wall display + mount iii. 19 desktop monitor for judge (3) CP4 (Judge Lucci, 2 nd floor)- This courtroom is currently equipped with a cart mounted Smartboard, dated technology to be retired i. Projector adequate for space (observe during pre-bid conference) ii. Fixed 226 display screen iii. Two (2)- 19 desktop monitors for prosecution and defense (4) CP5 (Judge Collins, 1 st floor)- This courtroom is currently equipped with a wall mounted Smartboard, dated technology to be retired i. 80 LED wall display + mount ii. 19 desktop monitor for judge 6. RESPONDENT PERSONNEL a) Respondent Personnel The respondent shall provide the Court a list of all personnel who may be assigned to the project and their designated assignments. The list shall include a resume and/or a report of the qualifications of each person named. b) Project Leadership The respondent must designate a project leader who shall be assigned to this project for the duration of any potential contract. The project leader must have good communication and interpersonal skills, be technically qualified, have LAKE_AVbid_RFP_final.doc Page 6 of 7

7 project leadership experience, and be familiar with and committed to the project s objectives and requirements. The project leader shall be responsible for communicating all project related affairs to Court management, the Court s IT Director, and others as deemed necessary, as well as controlling the activities of the selected respondent s personnel and its subcontractors. The project leader shall work closely with Court management to reach mutual agreement on key activities, milestones, and tasks that must be reported by the project leader. 7. TRAINING The respondent must provide training manuals as well as provide measurable outcomes. Training shall take place in the live post-install setting. Additionally, a transfer of technology skills for designated members of the Court staff shall be ongoing throughout the duration of the project. The vendor must provide a detailed overview of the implementation, support, and training for the proposed solution. 8. DOCUMENTATION Complete documentation for all components of the proposed solution will be provided to the Court in both paper and digital format. 9. LEGAL NOTICE FOR PROPOSALS The LEGAL NOTICE FOR PROPOSALS which accompanies this Request for Proposals shall be considered part of this Request for Proposals, and all requirements contained therein shall be binding on the offeror. This notice includes Instructions for offerors to follow when submitting proposals and also instructions governing communications. LAKE_AVbid_RFP_final.doc Page 7 of 7