Table of Contents OVERVIEW... 2 SCOPE OF WORK... 4 Phase 1: Project RFP assistance... 4 Phase 2: Proposal Evaluation... 4 Phase 3: System Implementation... 5 CONSULTANT QUALIFICATIONS... 6 SELECTION CRITERIA... 6 RESPONSE INSTRUCTIONS... 6 CONSULTANT QUESTIONAIRRE / RESPONSE... 7 Request Council Chamber AV Retrofit Consulting Services Page 1
OVERVIEW The City of Redwood City is seeking proposals from qualified independent audio video project managers for the following services: 1. Project RFP assistance utilizing already performed need assessment, create and distribute Request for Proposal to qualified sources. 2. Proposal Evaluation perform evaluation of all proposals. Provide proposal summary report with comparisons and recommendations. 3. System Implementation provide project management services throughout system implantation process. The City of Redwood City is currently operating an aged, end of life AV system in its council chambers. There are several goals that are to be achieved by this project: Project Goals: o Improved video display and recording capabilities o Improved audio capabilities o Improved voting system reliability/ease of use, ease of capturing and recording votes o Improved system reliability o Improved user interfaces o Improved functionality o Improved maintenance ability There are considerable risks in maintaining and supporting this older technology. Specifically, Major components are beginning to fail/become unreliable. Many technological advancements have occurred since the system implementation: o The existing PTZ cameras and camera switcher are based on outdated low-definition analog video signals. o The only local recording capabilities are via a VHS cassette deck, and a DVD-R drive. o The current system relies on a number of point-to-point analog matrix video switchers, with o numerous pieces of electronics for signal conversion (VGA, Composite Video, S Video, and UTP baluns). o The existing panels on the council chamber dais are old and mismatched. Request Council Chamber AV Retrofit Consulting Services Page 2
The City of Redwood City reserves the right to reject all proposals as well as the right to engage a consultant for only a portion of the work above. Request Council Chamber AV Retrofit Consulting Services Page 3
SCOPE OF WORK Phase 1: Project RFP assistance The Project RFP assistance will include the following tasks Review existing needs assessment and make changes/recommendations where necessary Obtain inventories of all related hardware, utilizing existing documentation Develop understanding of current AV infrastructure Identify required current and future applications Define required security procedures and best practices for the implementation and operation of a new system Identify applicable potential bidders Modify Needs Analysis Summary report as needed Create and distribute Request for Proposal to qualified vendors Deliverables: 1. Needs Analysis Report 2. Request for Proposal 3. Qualified Vendor List Phase 2: Proposal Evaluation The Proposal Evaluation phase would consist of the following tasks Act as primary contact point for vendor Q&A Create an objective methodology for comparison on responses that will ensure that the final decision will meet required oversight requirements Review each proposal and prepare an evaluation report with a detailed cost and capability comparison Generate follow up questions if necessary for each vendor to ensure their RFP response is compliant, inclusive of all costs, complete and apples to apples comparable to other vendors Provide recommendations, as appropriate, on vendor/solution suitability Request Council Chamber AV Retrofit Consulting Services Page 4
Schedule and participate in vendor presentations Assist with negotiating pricing and terms with final selected vendor for initial and subsequent pricing issues (add-ons, maintenance). Review contract documentation, insuring best practices and completeness in sections specific to AV systems. Deliverables: 1. Proposal Summary Report 2. Contract ready for signature by the selected Vendor and the City Phase 3: System Implementation The System Implementation phase would include the following: Prepare master project plan with task dependencies, resource allocation, and time Conduct periodic vendor status meetings (weekly as a minimum) Prepare and distribute meeting agendas and minutes Coordinate user training schedule and agenda Supervise system installation Develop system testing program Supervise cutover coverage. Must be present during the first two meetings post implementation at a minimum Prepare and follow up on vendor punch list Assist in liquidation of existing hardware In addition to the above scope of work, vendor will hold weekly status meetings throughoug the life of the project, including agenda and minutes preparation. Many meetings can be via teleconference, depending on the agenda and necessity of an in-person meeting. Request Council Chamber AV Retrofit Consulting Services Page 5
CONSULTANT QUALIFICATIONS 1. Consulting company must have a minimum of five years experience in the field of audio/visual consulting. 2. Consulting company must be 100% independent, defined as receiving no fees or commissions from any manufacturer, vendor or organization that could potentially be considered for the City as a qualified provider of hardware or services. 3. Consulting company must have prior experience with similar projects in the public sector, local preferred 4. Consulting company must maintain insurance and workman s compensation policies that meet or exceed the minimum requirements of the City. 5. Consultant firm must have experience with the following technologies: a. Conference Room AV Retrofits b. IP Video Switching and Distribution c. Council/Commission Electronic Voting SELECTION CRITERIA Ability to Deliver (25 points maximum) o Consultant reputation among clients, vendors (1-10 points) o Technical expertise of consultant, staff (1-10 points) o Experience in the Public Sector (1-5 points) Proposal Response (25 points maximum) o Completeness of response (1-5 points) o Project Cost (1-7 points) o Live presentation (13 points) Sample documentation (1-8 points) Well defined processes (1-5 points) RESPONSE INSTRUCTIONS Responses are due by XXX and must include: The total not to exceed fee for services referenced in SCOPE OF WORK. Price must include any estimated travel or other expenses. Request Council Chamber AV Retrofit Consulting Services Page 6
Hourly estimates for each phase. Completion of the CONSULTANT QUESTIONAIRRE / RESPONSE section, Any additional information consultant feels relevant to the project. CONSULTANT QUESTIONAIRRE / RESPONSE 1. The total cost to provide the services defined in this document is not to exceed $ 2. Estimated hours for: Phase 1: Project RFP Assistance: Phase 2: Proposal Evaluation: Phase 3: System Implementation: Total Estimated Hours 3. How many years has consultant been providing full time audio/visual consulting services? 4. How many full time employees work for consulting company? 5. Describe at least two recent experiences with similar projects in the public sector. 6. Complete Table 1: Similar Projects with the following information on up to ten similar projects completed by consultant during the last 24 months: a. Start Date b. Completion Date c. Client contact information d. System selected e. Vendor selected f. Scope of Project 7. Please provide an overview of your firm s methodology and approach to this type of project. Request Council Chamber AV Retrofit Consulting Services Page 7
8. Provide an estimated timeline for project from start to completion. Estimate should be relative to contract execution date. 9. Has consultant ever received commissions, finder s fees, agency fees or any such payment from telecommunications equipment providers or telephone service providers? If so, please explain. 10. Has consultant or any member of consultants company ever been investigated by any Local, State or Federal agency for improper conduct relating to telecommunications consulting services for a public agency or private company? If so, please provide explanation and ultimate findings of investigation. Table 1: Similar Projects 1 2 3 4 5 6 7 8 9 10 Start Date Completion Date Client System Selected Vendor Selected Scope of Project Request Council Chamber AV Retrofit Consulting Services Page 8