Request for Proposals Television Studio Project For Tangipahoa Parish Schools 2011-12 School Year TV Studio RFP 2011-12 May 31st, 2011 9:00 am Tangipahoa Parish School Board 59656 Puleston Road Amite, LA 70422 1 of 9
I. INTRODUCTION 1.0 Objective The Tangipahoa Parish School System (hereinafter referred to as TPSS ) intends to purchase services to support and/or enhance its Point-to-Point Wide Area Network and school Local Area Networks which distribute Internet to the desktop level of all schools and other locations as described in this document. TPSS herewith requests proposals for the identified services as described in the attached specifications from interested persons (hereinafter known as the Vendor ). The Vendor must submit a comprehensive proposal for a solution. Vendors should show an integrated approach with respect to services and support proposed. Prices quoted shall be all-inclusive. TPSS reserves the right to accept or reject any and all proposals or parts of proposals, waive any technicalities, and award all or part of the contract in any manner that is in the best interest of the Tangipahoa Parish School System. Final prices and terms may be negotiated before the final contract is awarded. This RFP does not commit TPSS to award a contract or pay any cost incurred in the preparation of a proposal. TPSS may require a vendor to enter into a contractual agreement based on their proposal without further discussion and using the proposal and this RFP as a binding contract ratified by referencing signed documents, or TPSS may require the vendor to enter into further negotiations to better meet the needs of TPSS. TPSS reserves the right to request further data, discussion, presentation, and/or demonstrations in support of the written proposal at any time prior to the execution of a contract. Vendors will be required to provide written cost, technical, or other revisions of the proposal that result from negotiations and/or demonstrations. Additional information may be made available to interested persons by contacting Mike Diaz in writing at 59656 Puleston Road, Amite, LA 70422 or by email at mike@tangischools.org. E-mail is the preferred contact method. All questions asked and the answers given will be posted on the TPSS RFP website at http://www.tangischools.org/rfp. If you are having trouble reaching the site, please contact the TPSS Technology Department for fax and/or email documentation. Contact Person for this RFP is: Mike Diaz, Technology Director Tangipahoa Parish School System 59656 Puleston Road Amite, LA 70422 Telephone: 985-748-2468 FAX: 985-310-1111 E-mail: mike@tangischools.org All aspects of this project must comply with the Louisiana State Purchasing competitive proposal requirements for hardware, software, support, and services. 2 of 9
1.1 Schedule of Events The following is the required schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful Vendor. Event Date 1. Posting of RFP 4/28/2011 2. Question Submission 5/25/2011 2. Deadline for Proposal Submission 5/31/2011 (9:00 AM)* 3. Follow-up Contact(s), if needed 5/31/2011 to 6/6/2011* 4. Contract Award June, 2011 Board meeting * Subject to change if necessitated by TPSS decision. Any change will be posted to the RFP website. 1.2 Overview and Scope of Project The Tangipahoa Parish School System (TPSS) is accepting sealed proposals for television studio equipment and installation. The scope of work includes, but is not limited to, layout design, furnishing and installing digital TV studio equipment and systems necessary to create a video production studio, training and related ancillary services. TPSS plans to implement two (2) of these systems currently and may choose to expand to other schools in the future. The room layout is basically identical for both studios with a 28 x 28 classroom which includes a sound room of approximately 10 x 10. All proposals must, at a minimum, include the following equipment/services: Two (2) HD quality digital cameras with tripods Three (3) wireless lapel microphones Stand alone studio lighting Teleprompter Green screen Wireless communication system for communication between sound booth and production crew Have the ability to transition between cameras and other media sources (DVD, digital file, etc.) Have the ability to provide live streaming over the IP network Have the ability to record live content for on-demand viewing 3 of 9
II. TERMS AND CONDITIONS OF REQUEST FOR PROPOSALS ( RFP ) 2.0 Response Submission Responses to this RFP must be submitted in sealed packages and delivered to Peter Tesvich, Purchasing Agent, Tangipahoa Parish School System, 59656 Puleston Road, Amite, LA 70422 no later than 9:00 AM CST on 5/31/2011. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. TPSS will reject all late arrivals. The Vendor must submit the signed original and two (2) copies of the response along with any required or desired supporting documentation. TV Studio RFP 2011-12 should be clearly marked in a large font on the face of the envelope containing the proposal along with the opening date of 5/31/2011. In bright orange label or ink is recommended. Failure to comply with this may cause the proposal to be mis-directed and therefore not to be considered. Responses may be for any portions of the Services requested with a complete plan, INCLUDING ALL COSTS involved in effectively implementing the proposal. Substitutions and partial proposals will be allowed, but TPSS reserves the right to reject any proposal which substitutes components or offers a partial proposal that does not match TPSS s plans for implementation. Oral, telephone, faxed or telegraphic proposals shall not be considered. The completed proposal form and all documentation shall be without erasures or alterations. Signatures on the proposals shall be in longhand and executed in blue ink by an individual duly authorized by the Vendor to make a contract. Proposals made out in pencil will NOT be accepted. 2.1 Costs Associated with Preparation of the Vendor s Response Tangipahoa Parish School System will not be liable for any cost incurred by the respondents in preparing responses, negotiating, or pursuing the award of this contract in any manner. 2.2 Interpretation and Changes The intent of this RFP is to communicate TPSS s requirements to any qualified and interested vendor. Our intention is to receive effective proposals for a TV studio implementation as stated in this proposal. TPSS will make any interpretation, correction, or change to the RFP by posting on the website. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and the Vendor shall not rely upon such interpretations, corrections, or changes. TPSS will issue changes or corrections, if any, in writing on the TPSS RFP website at the URL of http://www.tangischools.org/rfp/index.htm. ADDENDA will be posted on the web as indicated elsewhere. Email copies can be obtained by sending email to Mike Diaz requesting copies of all postings. ADDENDA will be issued as expeditiously as possible (by web posting). For this reason, it is strongly recommended that any respondent obtaining this document from the web should contact Mike Diaz and provide fax and email information (Mike Diaz, mike@tangischools.org, fax 985-310-1111, phone 985-748-2468). Email is the preferred communication medium. 4 of 9
2.3 Addenda It will be the responsibility of all respondents to contact TPSS prior to submitting a response to the RFP to ascertain if any ADDENDA have been issued, and to obtain any and all ADDENDA, execute them, and address them within the response to the RFP. 2.4 Questions Questions regarding this RFP must be submitted by email not later than 4:00 PM CST, 5/25/2011 or the questions will be considered null and void. Responses to all questions received in proper time frames will be made in writing and posted to the website at http://www.tangischools.org/rfp/index.htm. 2.5 Proposal Binding Period Prices quoted in the Vendor s response for all services will remain in effect for at least a period of one year from the issuance date of the Vendor s response. Because TPSS is taxexempt, no taxes, whether local, state, or federal, imposed on services herein provided may be passed on to TPSS by the vendor. It is also against board policy to pay late fees. Every effort will be made to pay the board's portion of any bill within 30 days of its receipt, but any proposal MUST exempt the board from any late fees for a period of at least 60 days. Late fees MUST also be forgiven during any period during which payment is withheld while costs or services are disputed. 2.6 Omissions Omissions in the proposal of any provision herein described shall not be construed as to relieve the Vendor of any responsibility or obligation to the complete and satisfactory delivery, operation, and support of any and all services. It is the responsibility of the vendor to submit a COMPLETE proposal. Proposal will be considered a complete delivery costing of the TV Studio solution proposed. Any additional costs will be paid by the vendor. Proposal must include all support costs and ongoing costs for the period of the agreement. TPSS may elect to install the solution, but expects technical support in the installation and the set-up of any updates. Technical support for failures arising from the application of a vendor-supplied update must also be included at no cost. 2.7 Financing TPSS desires to purchase services using funds made available to the School System through its annual budget. Acceptance of the proposal by the Tangipahoa Parish School Board will initiate a contract with the Vendor which includes an option to dissolve the agreement in writing if the Vendor does not meet the board s expectations. The Tangipahoa Parish School System will not pay for the solution until it is functioning as proposed. 5 of 9
2.8 Price Quotations Any items or services not described in this document, but necessary for the successful installation of the solution and the ongoing distribution of updates should be described and included within the proposal. The goal of this proposal is to obtain a reasonably priced, effective solution and not the cheapest solution. In no case will a vendor charge TPSS greater than the current LA State Contract pricing. Likewise, any future upgrades to the system MUST be offered at the lowest pricing being offered to similar entities by the Vendor. 2.10 Evaluation of Responses This Request for Proposal is not a contract, an offer, or a request for an offer. Vendors responding to this Request for Proposal receive no rights as a result of the response whatsoever. TPSS may accept other than the lowest Proposal, accept or reject any Proposal in whole or in part, or reject all Proposals. TPSS reserves the right to award any and all business detailed in this Request for Proposal as it deems appropriate to meet its needs. TPSS may, at its discretion and at no fee to TPSS, invite any Vendor to appear for questioning during response evaluation for the purpose of clarifying statements in the response. Each proposal will be evaluated based on criteria and priorities defined by the Tangipahoa Parish School System. Proposals will first be screened based upon compliance with the base requirements. The evaluation criteria include, but are not limited to, the following: 1. Vendor s ability to meet all the requirements detailed in the RFP and evaluation of vendor qualifications. (30%) 2. Actual solution proposed relative to the needs of TPSS: A) The proposal will be evaluated on cost (40%). B) The proposal will be evaluated based on the Technology Committee s determination of the ability of the proposal to meet the district s current and future needs (30%). 2.11 References TPSS may, with full cooperation of the Vendors, request to visit client installations to observe solution operations and consult with references about the solution. Specified visits and discussion shall be arranged through the Vendors. The Vendor must provide service customers as references. School system references should be provided, if available. 2.12 Equal Employment Opportunity In connection with the execution of this Contract, the Vendors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, 6 of 9
age, or national origin. The Vendors shall take action to ensure that minority and disadvantaged applicants are employed and employees are treated during their employment without regard to race, religion, color, sex, age, or national origin. 2.13 Patents and Royalties The Vendor, without exception, shall indemnify and hold harmless TPSS and its employees from any liability of any nature or kind, including costs and expenses for or on account of any trademarked, copyrighted, patented, or non-patented invention, process, or article manufactured or used in the performance of the Contract, including its use by TPSS if said process or solution is a part of this response. If the Vendor or subcontractor uses any design, device, or material covered by letters, patent, trademark, or copyright, it is mutually understood and agreed without exception that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 2.14 Right to Reject TPSS reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the Tangipahoa Parish School System. TPSS reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that the Vendor proposes. TPSS reserves the right to reject the proposal of a Vendor who has previously failed to perform properly or completed on time contracts of a similar nature; and to reject the proposal of any Vendor who in the opinion of TPSS is not in a position to adequately perform the contract. TPSS reserves the right to reject any or all proposals; any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or change specifications, and award any or all of the contract in a manner that is in the best interest of Tangipahoa Parish School System. Contracts will be awarded to the Vendor submitting the proposal determined to be in the best interests of the Tangipahoa Parish School System. 7 of 9
PROPOSAL RESPONSE FORM TO: The Tangipahoa Parish School System VENDOR: Name of Firm Mailing Address City, State, Zip Code Business structure (e.g., corporation, partnership) Location of Company Headquarters and regional offices. Public or Private? If public, please indicate the exchange and ticker symbol Parent company Subsidiaries Number of employees in the business unit or company providing services covered in this bid Mergers and acquisitions currently under review by SEC or publicly announced General Information on Vendor(s) (Please attach detailed proposal with itemized costs and any supporting documentation) Having carefully examined the Request for Proposals documents prepared by Tangipahoa Parish School System entitled TV Studio, RFP 2011-12, and together with such addenda, if any, as listed hereafter, the undersigned hereby proposes and agrees to provide all services as specified in the attached RFP, these sheets being a part of the Proposal, for the itemized and/or total prices shown and under the terms attached. It is agreed that the undersigned has complied with all requirements concerning Vendor Qualifications, licensing, and with all other local, state, federal laws, and that no legal requirement has been violated in making or accepting this proposal, in awarding a contract, or in the delivery of products. In submitting this proposal, it is understood that the right is reserved by TPSS to reject any or all proposals and waive all technicalities/informalities in connection therewith. It is also agreed that this proposal may not be withdrawn for a period of one (1) year from the opening thereof. Prices quoted are maximums for the term of the proposal. Acceptance by the Tangipahoa Parish School Board 8 of 9
will make the proposal and this RFP a binding contract. For any disagreement between the proposal and this RFP, the RFP will be the determining document. The undersigned declares that the person or persons signing the Proposal is/are fully authorized to sign on behalf of the firm listed and to fully bind the firm listed to all of the conditions and provisions thereof. Installation pricing, if included, should be listed separately and should be a total installation cost and subject to modifications in pricing structure necessitated by TPSS. Pricing should include any and all costs and should represent a total cost of providing services including any materials needed and shipping cost. In view of the terms of this Request for Proposals, the undersigned proposes to furnish all hardware, software and technical support services proposed for the established rates described below and/or on attached sheets. It is recommended that a page of detailed specifications, features, and pricing be included to describe the benefit of the solution, installation scope of work (if applicable), and other important information that would make the proposal most attractive to TPSS. Signature below indicates that all information provided by vendor is true Signature: Title: Date: 9 of 9