RFP# BCS-DLT-2016 Issue Date July 6 th 2016

BEAUFORT COUNTY SCHOOLS USDA DLT Video Conferencing Equipment and Installation RFP# BCS-DLT-2016 Issue Date July 6 th 2016 Section I RFP Information This Request for Proposals establishes that Beaufort County Schools (BCS) is accepting bids from qualified vendors to provide Video Conferencing Equipment and Installation at three different high schools with one room at each location pursuant to G.S. 143-129.8, Purchases of Information Technology Goods and Services. This project will be financed with local funds and USDA RUS funds. All bids must be submitted with the understanding that implementation is dependent on budgetary requirements and contingent upon approval of the Beaufort County Schools Detailed Scope of Work and Budget as submitted to the USDA RUS. Beaufort County Schools reserves the right to reject any or all bids without explanation. Vendor Questions: Due Date: July 28th, 2016 Time: 2:00PM Email: rfp@beaufort.k12.nc.us All questions related to this RFP must be submitted in writing to Mark Mehlich at rfp@beaufort.k12.nc.us with the subject line of "RFP# BCS-DLT-2016". Phone call questions will not be accepted. Vendor Answers: All questions and answers will be posted to the Beaufort County Schools website at the following URL: http://bit.ly/29lqkii Mandatory Walkthrough: Date: July 13 th, 2016 Time: 10 A.M. Location: Washington High School Desired Completion Date: Offer Submittal: Date: August 25 th, 2016 Due Date: July 28 th, 2016 Time: 2:00 PM EST Page 1 of 11

OFFER AND ACCEPTANCE The BCS seeks offers for the goods, software, and/or services described in this solicitation. The BCS s acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, and (4) the agreed portions of the awarded Vendor s offer. No contract shall be binding on the BCS until an encumbrance of funds has been made for payment of the sums due under the contract. EXECUTION In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion. OFFEROR: Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable. STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER: AUTHORIZED SIGNATURE: DATE: E-MAIL: Offer valid for forty-five (45) days from date of offer opening unless otherwise stated here: days ACCEPTANCE OF OFFER If any or all parts of this RFP# BCS-DLT-2016 are accepted, an authorized representative of Beaufort County Schools (BCS) shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s). FOR BCS USE ONLY Offer accepted and contract awarded this day of, 20, as indicated on attached certification, by (Authorized representative of BCS). Page 2 of 11

Section II Vendor Considerations A. This is not an e-procurement order. B. USDA RUS rules must be followed. C. Equipment will need to be delivered to 3 locations. D. Equipment will need to be installed in one room at each location. E. Each proposal must have a completed "Video Equipment and Installation Summary Worksheet." F. All questions related to this RFP must be submitted in writing to Mark Mehlich at rfp@beaufort.k12.nc.us with the subject line of "RFP# BCS-DLT-2016." G. Vendor must be an Authorized Polycom dealer. H. All equipment must be new. Section III Project Scope Beaufort County Schools (BCS) equipped each of its three high schools with two hub/end user distance learning classrooms in 2006, which have remained in continuous use since that time. To maintain reliable service and compatibility with the broadcast hub at Beaufort County Community College (BCCC), BCS is seeking grant funds to fully upgrade one existing hub/end user distance learning classroom at Northside High School, one at Southside High School and one at Washington High School. The second distance learning classroom at each high school will function as an end user site and will not be upgraded at the present time. Each upgraded hub/end user classroom will be outfitted with a Polycom Real Presence Group 700 CODEC, a videoconferencing system that allows a site to both receive and transmit instructional content via interactive audio and video via H.323 protocol. The H.323 protocol allows for standards-based video transmission over an IP network and allows video to use the same infrastructure as standard IP traffic, such as web traffic or email. The Polycom Real Presence Group 700 package includes a P/T/Z camera, CODEC, cables, software, accessories, and documentation. A second P/T/Z camera and three 60 1080p TVs will be added so the rooms can be used as a Hub for instructor-led courses. Additional Considerations: 1. There is an existing 19 by 2 ft. rack installed at each location that will be re-used to hold new equipment. 2. There is an existing Tandberg Audio Science microphone and baffle that will need to be reintegrated into the new system. 3. BCS can provide any PoE switches required. 4. Please see the room diagram on page 11. Section IV - Equipment Installation Locations. Location Northside High School 7868 Free Union Church Rd. Pinetown, NC 27865 Southside High School 5700 US Hwy 33 East Chocowinity, NC 27817 Washington High School 400 Slatestone Rd. Washington, NC 27889 Rooms to be Installed 1 1 1 Page 3 of 11

Section VII Company/Vendor Information References: Please provide 3 references to jobs in similar cost and scope Reference 1: Company: Contact Name: Contact Number: Scope of Work: Reference 2: Company: Contact Name: Contact Number: Scope of Work: Reference 3: Company: Contact Name: Contact Number: Scope of Work: Page 4 of 11

Section VI Equipment and Installation Cost Summary Worksheet BRAND SPECIFIC PRODUCT - LINE ITEMS 1-7: Manufacturer(s) name and product descriptions used in this solicitation are product specific. The items offered in response to this solicitation must be the manufacturer and type specified. Failure to comply with this requirement will result in rejection of offer. PRODUCT MAKE AND MODEL - Lines 8 15: Manufacturer s name and model/catalog numbers used are for the purpose of identification and to establish quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers will be considered. However, Vendors are cautioned that any deviation from specifications must be pointed out in its offer. ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST 1. 3 each POLYCOM RealPresence Group 700-720p: Group 700 HD codec, EagleEyeIV-12x camera, mic array, univ. remote, NTSC/PAL. Cables: 1 HDMI 1.8m, 1 CAT 5E LAN 3.6m, 1 HDCI digital 3m, Power: AMER-Type B, NEMA 5-15. Maintenance Contract Required. 2. 3 each POLYCOM EagleEye IV-12x Camera with Polycom 2012 logo, 12x zoom, silver and black, MPTZ-10. Compatible with RealPresence Group Series software 4.1.3 and later. Includes 3m HDCI digital cable. 3. 6 each POLYCOM Universal Camera Mounting for EagleEyeIV- 12x&4x. Mounts on the wall/other flat surfaces over 6.5in deep or flat screen displays greater than 5/8in thick. Includes tripod mount. Also supports EagleEye Director, EagleEye HD, EagleEye III, EagleEye View. 4. 3 each POLYCOM Group Series & Centro Multipoint License. 6-way on Group 500 & Centro. 8-way on Group 700. Either supports 4-way HD continuous presence 5. 3 each POLYCOM Group Series 1080p HD license - 1080 6. 3 each POLYCOM Partner Premier, Three Year, RealPresence Group 700-720p: Group 700 HD codec, EagleEyeIV-12x camera warranty. 7. 3 each POLYCOM EagleEye Digital Extender, extend the EagleEye IV or EagleEye Acoustic (sans audio) cameras up to 100m from the codec via customer provided Cat 5e cable. Includes: transmitter, receiver and 1m HDCI/mini-HDCI digital cable. 8. 3 each EXTRON MP 101 Microphone Preamplifier for integrating existing Tandberg Audio Science micro-phone Page 5 of 11

ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST 9. 6 each CRESTRON 4K HDMI over HDBaseT Extender w/ir & RS- 232, Black; includes HD-RX3-C-B and HD-TX3-C-B Right and Rear Display. 10. 3 each CRESTRON HD Scaling Presentation Switcher & Extender 400 11. 9 each LG LX330C 60LX330C 60" 1080p LED-LCD TV - 16:9 - Black - 1920 x 1080 - LED 2YR 16/7 PUBLIC DISPLAY PANEL Make: 12. 9 each Adjustable fixed wall display mount for LED-LCD TV 13. 3 each 9 OUTLET, SINGLE 15 AMP CIRCUIT, SURGE/SPIKE PROTECTED RACKMOUNT POWER DISTRIBUTION W/9' CORD, BLACK POWDERCOAT FINISH 14. 6 each MIDDLE ATLANTIC 1 SPACE RCK SHLF 15. 3 each 2 SPACE (3 1/2 ) UTILITY DRAWER, BLACK POWDER COAT FINISH Page 6 of 11

ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST 16. 3 each Cables and Connectors for installation 17. 3 each 18. 3 each 19. 3 each 20. 3 each Panduit/Surface mount boxes Installation of all equipment Programming of all equipment Shipping Charges 21. 3 each Miscellaneous charges Please add attachment listing items. Section VII Timeline Timeline A. RFP advertised on the Beaufort County Schools website July 6 th, 2016. B. Mandatory Walk-thru Wednesday July 13 th, 2016 @ 10:AM @ Washington High School C. Proposals (Bids) Due: Thursday July 28 th, 2016 at 2:00 p.m. to: Page 7 of 11

Lynn Harrold RFP# BCS-DLT-2016 Beaufort County Schools 321 Smaw Rd. Washington, NC 27889 D. Opening of Bids at 2:00 p.m. July 28th, 2016 at the Beaufort County Schools Board of Education. E. Contract Award Date: Tuesday, August 2 nd 2016 F. Tentative Vendor Notification: Wednesday, August 3 rd 2016 G. Installation Completed by August 25 th, 2016 Beaufort County Schools Representatives All questions related to this RFP must be submitted in writing to Mark Mehlich at rfp@beaufort.k12.nc.us with the subject line of "RFP# BCS-DLT-2016 Invitation to Bid Conditions Section VIII Terms and Conditions A. Sealed Bids (TO INCLUDE ORIGINAL AND ONE HARD COPY) for Video Conferencing Equipment and Installation will be received by mail or hand delivery until the time specified under the timeline to the office of: Lynn Harrold RFP# BCS-DLT-2016 Beaufort County Schools 321 Smaw Rd. Washington, NC 27889 B. Subsequent award as a result of this Invitation to Bid is subject to approval of the BCS Detailed Scope of Work, contingent upon award and receipt of USDA RUS funding, and subject to all state and local procurement rules. C. Complete bids MUST be received in the above office on/before the time and date specified. Bids or related documentation received after the time and date specified, whether delivered in person or by mail, will not be considered. D. Bids in which any portion of the bid specifications or any provisions of this Invitation to Bid has been modified will not be considered. Preparation of Bids A. Bidders are expected to examine all specifications, schedules, and instructions included in the bid package. Failure to do so will be at the bidder's risk. B. If erasures or other changes appear on the Bid documents; the person signing the Bid must initial each erasure or change prior to submittal. Bid documents with erasures or changes without initials will not be considered. C. Reference to Beaufort County Schools RFP# BCS-DLT-2016 shall appear on all technical data and/or other information furnished by the bidder. D. Receipt of amendment(s)/addendum by prospective bidders must be acknowledged prior to the opening of bids. Addendum received prior to submittal will be acknowledged in the appropriate space of the RFP Response Form. Addendum received after bid submittal will not be considered. E. Any documents intended to supplement or deviate from the express requirements of this Invitation to Bid may result in the rejection of that bid. Page 8 of 11

F. All bids must be signed. Unsigned bids will not be considered. Modification or Withdrawal of Bid A. A bid that is in the possession of Beaufort County Schools may be altered by letter bearing the signature and name of the person authorized for offering, provided it is received prior to the time and date of opening. B. A bid that is in the possession of Beaufort County Schools may be withdrawn by the bidder in person, by written request bearing the signature and name of the person authorized for offering, provided it is received prior to the time and date of the opening. Bids may not be withdrawn after the opening. Acceptance Period A. Pricing is to remain firm through the USDA Scope of Work approval process, and execution and duration of the proposed contract. Award and Purchase A. Beaufort County Schools hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this Request for Proposal, and will not be discriminated against on the grounds of race, religion, gender, color, national origin, or ancestry in consideration of an award. Bidder hereby agrees that should Bidder be awarded this contract, the Bidder will not discriminate against any person who performs work there under because of race, religion, gender, color, national origin, or ancestry. Furthermore, the Bidder should be an organization that also practices the belief of equal opportunity in the morals of their company. B. Award will be to the one lowest cost/most responsible bidder meeting the specifications and requirements as set forth in this document. C. Beaufort County Schools reserves the right to reject, without explanation, any or all bids, to waive any informalities or technical defects in bids, and unless otherwise specified by Beaufort County Schools to accept any items or group of items in the Bid, as may be in the best interest of Beaufort County Schools. D. This RFP and its response as accepted will become part of the contract between the bidder and Beaufort County Schools. E. Beaufort County Schools reserves the right to reject any bid due to mathematical errors when figuring the cost of the project. Bid Evaluation Criteria Selection Criteria Point Value Price 50 Vendor references and/or experiences 30 Warranty 10 RFP Compliance 10 Total 100 The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, gender (male or female), gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in Page 9 of 11

any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish). USDA is an equal opportunity provider and employer. Under the Federal School Nutrition Program and USDA policy, discrimination is prohibited under the basis of race, color, national origin, gender (male or female), age or disability. Page 10 of 11

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