G 3875BA OCAAV 108 RFB

User Manual: 3875BA

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STATE OF NEW YORK

JUDICIARY

—REQUEST FOR BID—

(This is not an order)

BID MUST BE MADE ON THIS SHEET

OR AS OTHERWISE SPECIFIED

Bid Number: OCA/AV-108

Issue Date: 12/26/2005 Commodity Group:

Miscellaneous Services

Opening Date:

JANUARY 25, 2006

Time: 3 PM

Commodity Name:

AUDIO/VISUAL

EQUIPMENT RENTALS

NYS OFFICE OF COURT ADMINISTRATION

25 BEAVER STREET

ROOM 840

NEW YORK, NY 10004

(Agency Name and Address)

Direct Inquiries to: Marie-Claude Ceppi

Telephone No.: (212) 428-2727

Price to include delivery to (describe exact location and method

of delivery)

As per specifications

OFFICE OF GENERAL SERVICES “GENERAL SPECIFICATIONS” (DECEMBER 1998) ARE FULLY INCORPORATED HEREIN.

Agency’s Specification of item(s) Required

(include quantities)

UCS ATTACHMENT I, II and III ATTACHED &

INCORPORATED HEREIN.

To be downloaded from Contract & Procurement website

Bidder’s Quotation and Specific Description

of Item Offered

ALL BID RESPONSES MUST BE ENTERED ON THE

ENCLOSED BID RESPONSE FORM UNLESS SPECIFIED

OTHERWISE HEREIN.

NOTICE TO BIDDERS

Pursuant to the Rules and Regulations of the Chief Administrator

for the Courts, sealed bids for furnishing the item(s) in this

Request for Bid will be received at the above address. When

submitting a bid, you must:

1. Complete this form in its entirety using ink or typewriter and

return with all other documents.

2. Explain any deviations or qualifications if your bid deviates from

the specifications. If necessary, attach a separate sheet setting

forth such explanations.

3. Sign the bid. The bid must be completed in the name of the

bidder (corporate or other) and must be fully and properly

executed by an authorized person.

4. INDICATE THE BID NUMBER, THE BID OPENING DATE AND

TIME ON THE ENVELOPE CONTAINING THE SEALED BID.

5. Mail the bid to the above agency address in sufficient time for it

to be received before the specified bid opening. LATE BIDS WILL

BE REJECTED.

BIDDER HEREBY CERTIFIES THAT THE ABOVE QUOTED (OR OTHERWISE NOTED) PRICES ARE APPLICABLE TO ALL CUSTOMERS

FOR COMPARABLE QUANTITIES, QUALITY, STYLES OR SERVICES. BIDS MUST BE SIGNED

Bidder’s Firm Name: Employer’s Federal Identification Number

Address

Street City State Zip

Bidder’s Signature Official Title

Printed or Typed Copy of Signature Area Code/

Telephone Number

rfb1.frm 7/99

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

AUDIO/VISUAL EQUIPMENT RENTALS

DOCUMENT ENCLOSURE CHECKLIST

All of the following documents and information must be executed and returned as specified.

Failure to include any of the required documents or information may result in rejection of

the bidder’s proposal:

1. UCS Request for Bid Form with original signature.

2. Non-collusive bidding certificate with original ink signature - Attachment I, p.3

3. Corporate acknowledgment with original ink signature. - Attachment I, p.4

4. Vendor Tax Compliance & Certification - Attachment II, Form ST-220, 4 pages

5. Vendor Responsibility Questionnaire - Attachment III

6. List of at least three (3) references (names, contacts, addresses, phone numbers)

7. Bid Sheet - 6 pages (signed and dated)

8. Organizational chart and copies of resumes/diplomas/certifications

9. Certificate of insurance coverage

10. Bidder’s full and complete original proposal with signature

11. Five (5) complete copy-sets of above (in addition to original bid response)

Note: all documents requiring original signature must bear the signature of the same

authorized individual. Signatory notarization must be that of the person whose signature

is affixed to required documents.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

BID SHEET

Equipment Cost Cost per unit per day

1. Kodak Ektagraphic III Slide Projector $ _____________

2. Elmo EV-400 Visual Presenter $ _____________

3. Elmo Slide to Video Transfer Unit $ _____________

4. Dukane 4000 Lumen Overhead Projector $ _____________

5. Eiki LC-X70 5000 Lumen LCD Projector $ _____________

6. Eiki LC-XB25 2500 Lumen LCD Projector $ _____________

7. Eiki LC-XB15 1700 Lumen LCD Projector $ _____________

8. Projection Screen

a. 9' x 12' Fast Fold $ _____________

b. 10' x 14' Fast Fold $ _____________

c. 6' x 6' Tripod $ _____________

d. 8' x 8' Tripod $ _____________

e. 10' x 10' Cradle $ _____________

f. 12' x 12' Cradle $ _____________

9. Mackie SRM 450 Speaker $ _____________

10. JBL EON power 10 Speaker $ _____________

11. Electrovoice DX34 Digital Signal Processor $ _____________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bid Sheet (cont)

12. Mackie 2404 24ch Mixing Console $ _____________

13. Mackie 1402 14ch Mixing Console $ _____________

14. Shure M367 6ch Mic Mixer $ _____________

15. Shure SM-58 Microphone $ _____________

16. Shure U24D UHF Wireless Microphone Kit $ _____________

17. Shure MX-412 Microphone $ _____________

18. Crown PC 160 Microphone $ _____________

19. Marantz PMD-222 Cassette Player $ _____________

20. Marantz PMD 370 CD Player $ _____________

21. Panasonic AG-456U Camcorder $ _____________

22. Panasonic DVC-80P DV Camcorder $ _____________

23. Video Tripod, Lt. Wt. $ _____________

24. Sony D-35 Video Camera Studio Configuration $ _____________

25. Video Tripod, Heavy Duty $ _____________

26. Panasonic S-VHS Player $ _____________

27. Sony Beta SP Player/Recorder $ _____________

28. Sony DSR 1500A DVCAM Player/Recorder $ _____________

29. Panasonic 27" TV/VCR Combo $ _____________

30. Sony 32" Monitor $ _____________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bid Sheet (cont)

31. NEC LCD 2080 20" LCD Monitor $ _____________

32. Pioneer PDP 433 43" Plasma Display $ _____________

33. Pioneer PDP V503 50" Plasma Display $ _____________

34. Bretford AV Cart

a. 54" w/Skirt $ _____________

b. 42" w/Skirt $ _____________

c. 26" w/Skirt $ _____________

35. Presidential Tele-prompter $ _____________

36. Folsom Screen Pro Switcher $ _____________

37. Folsom Presentation Pro Switcher $ _____________

38. Analog Way GSW611 Switcher $ _____________

39. Pioneer DVD-V7400 DVD Player $ _____________

40. Acer 254ELCI Laptop Computer $ _____________

41. Philips CDR-778 CD Audio Recorder $ _____________

Labor Rate per hour

Technician for hours of 9:00 am to 5:00 pm Monday - Friday $ _____________

Technician for hours on Monday - Friday

before 9: am and after 5:00 pm, weekends and holidays $ _____________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bid Sheet (cont)

Substitute Equipment Schedule:Make & Model # Cost per unit per day

1. Slide Projector _______________ $ _______________

2. Document Camera _______________ $ _______________

3. Slide to Video Transfer Unit _______________ $ _______________

4. High Intensity Overhead Projector _______________ $ _______________

5. 5000 Lumen LCD Projector _______________ $ _______________

6. 2500 Lumen LCD Projector _______________ $ _______________

7. 1700 Lumen LCD Projector _______________ $ _______________

8. Projection Screens:

a. 9' x 12' fast fold _______________ $ _______________

b. 10' x 14' fast fold _______________ $ _______________

c. 6' x 6' tripod _______________ $ _______________

d. 8' x 8' tripod _______________ $ _______________

e. 10' x 10' cradle _______________ $ _______________

f. 12' x 12' cradle _______________ $ _______________

9. Portable Speaker _______________ $ _______________

10. Portable Powered Speaker _______________ $ _______________

11. Digital Audio Signal Processor _______________ $ _______________

12. 24 channel audio mixing board _______________ $ _______________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bid Sheet (cont) Make & Model # Cost per unit per day

13. 14 channel audio mixing board _______________ $ _______________

14. 6 channel microphone mixer _______________ $ _______________

15. Dynamic cardioid microphone _______________ $ _______________

16. UHF wireless microphone kit _______________ $ _______________

17. Condenser cardioid microphone _______________ $ _______________

18. Wide area pick up microphone _______________ $ _______________

19. Audiocassette player _______________ $ _______________

20. CD player _______________ $ _______________

21. SVHS camcorder _______________ $ _______________

22. MiniDV camcorder _______________ $ _______________

23. Video tripod, light weight _______________ $ _______________

24. DVCAM camera _______________ $ _______________

25. Video tripod, heavy duty _______________ $ _______________

26. S-VHS player _______________ $ _______________

27. Beta SP or M-II component _______________ $ _______________

player/record deck

28. DVCAM or DVCPro player/recorder _______________ $ _______________

29. TV/VCR combo _______________ $ _______________

30. 32" Video monitor _______________ $ _______________

31. 20" LCD monitor _______________ $ _______________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bid Sheet (cont) Make & Model # Cost per unit per day

32. 42" Plasma display _______________ $ _______________

33. 50" Plasma display _______________ $ _______________

34. A/V carts:

a. 54" w/skirt _______________ $ _______________

b. 42" w/skirt _______________ $ _______________

c. 26" w/skirt _______________ $ _______________

35. Teleprompter _______________ $ _______________

36. A/V presentation switcher _______________ $ _______________

37. A/V presentation switcher _______________ $ _______________

38. A/V presentation switcher _______________ $ _______________

39. DVD player _______________ $ _______________

40. Laptop computer _______________ $ _______________

41. CD-R audio recorder _______________ $ _______________

Company Name: __________________________________________________

Authorized Officer’s

Name and Title: __________________________________________________

__________________________________________________

Signature and Date: __________________________________________________

________________________

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

*** GENERAL SPECIFICATIONS ***

Note: In addition to such other specifications and criteria presented herein, the NYS Unified

Court System Attachment I - Standard Request for Bid Clauses & Forms, Attachment II -

Vendor Tax Compliance & Certification, and Attachment III - Vendor Responsibility

Questionnaire, must be downloaded from the Contract & Procurement website under

“Addenda” for the appropriate solicitation and are incorporated and made a part hereof.

Online RFB Package: Disclaimer:

Bidders accessing any UCS/OCA solicitations and related documents from the NYS UCS website

www.nycourts.gov/admin/bids under “Current Solicitations” shall remain solely and wholly

responsible for reviewing the respective solicitation & bid documents on the internet regularly, up

to the scheduled date and time of the bid/proposal due date, to ensure their knowledge of any

amendments, addenda, modifications or other information affecting the solicitation or bid

documents in question.

Purpose and Scope:

The New York State Unified Court System (hereafter “UCS”) Office of Court Administration

(hereafter “OCA”) is soliciting sealed bids to establish an estimated quantity term contract for the

rental of audio/visual equipment and the provision of related services by qualified personnel for

the presentation and audio and/or video tape recording of seminars presented by faculty and

sponsored by the UCS. The UCS intends to conduct educational programs and judicial seminars

throughout the State of New York, as per the tentative schedule for 2006 (see Detailed

Specifications), from 2006 to 2009 included.

Term of Award:

A single estimated quantity term contract will be awarded for an initial term of one (1) year

effective January 1, 2006. The UCS reserves the right to renew the contract for three (3)

additional one-year (1) periods and to further extend the contract for up to one hundred and

eighty (180) days, upon the same terms, pricing and conditions. The contract and its renewals

and or extension shall be subject to the approval of the New York State Attorney General’s Office

and the Office of the Comptroller.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Bidder’s/Contractor’s Facilities - Location and Site Visits:

Bidders’ facilities shall be located within the states of New York, New Jersey and Connecticut.

OCA will conduct mandatory site visits of bidders’ facilities as part of the bid responses’

evaluation process. Subsequent to the award, contractor’s facilities shall be made available for

periodic inspection upon request. Site visits will be conducted to ensure that vendor’s inventory

and qualified labor are available at all times, based on this RFB’s general and detailed

specifications.

Method of Award:

A single contract shall be awarded to the contractor scoring the highest point total for the

following criteria:

1. Total Cost: a + b 60 points

a. Equipment cost 40 points

b. Labor cost 20 points

The method of awarding points for each category a. and b. will be to award 40 points to the

lowest responsible bidder offering the lowest grand total cost for all equipment listed on the

attached cost schedule, 20 points to the lowest total labor cost to be split between the rate per

hour during regular business hours - 10 points - and the rate per hour for overtime - 10 points.

A percentage of 40 and 10 points will be awarded to each additional responsible bidder, equal to

the ratio of the lowest bid price to the bid price of each other bid times 40 or 10. Points will

then be added for a total points.

(Lowest $ bidder/second (third, etc.) lowest $ bidder ) x 40 (or 10) = x points

Example (with 40 points):

Lowest bidder $100.00

Second lowest bidder $125.00

(100/125) x 40 = 32 points

Third lowest bidder $140.00

(100/140) x 40 = 28.57 points

Etc.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

2. Equipment and Facilities 30 points

Facilities and equipment will be evaluated based on the availability of the equipment listed under

“Necessary Stock of Required Equipment” in the Detailed Specifications. Points will be awarded

in the following manner:

Bidders who meet or exceed the number of pieces listed for:

100% of the items - or 19 items - shall receive 30 points

75% 14 items - shall receive 22.5 points (30 x .75)

50% 9 items - shall receive 15 points (30 x .50)

25% of the items - or 5 items - shall receive 7.5 points (30 x .25)

Less than 25% 0 points

3. Vendor’s prior experience 10 points

A maximum of 10 points will be awarded to respondents based upon prior experience, particularly

on similar and comparable projects and for other governmental agencies.

Pricing:

Bidder shall quote its labor costs on a per hour basis for regular business days 9:00 am to 5:00

pm, for extended hours before 9:00 am and after 5:00 pm, and for holidays and week-ends.

Prices shall include all set ups and break downs.

Bidder shall quote equipment on a per unit per day basis.

Charges to the UCS shall be based on “rental order(s)” for equipment and labor.

All prices are to be net f.o.b. destination. Prices shall include all equipment, materials,

supplies, and labor, as well as full inside delivery and full installation and configuration to

the exact location indicated on the rental order form. Prices shall include travel time and

any other additional expenses. No additional charges shall be allowed.

Estimated Quantities:

Any requirements, including equipment quantities, number of scheduled seminars, etc., specified

in this solicitation constitute estimates only, and accordingly, no commitment or guarantee to

reach any specified volume of business is made or implied. Accordingly, the award shall be for an

estimated quantity term contract.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Additional Programs:

Additional programs/seminars may be added at a later date. Bidders must be able to provide

equipment and personnel for these programs on a thirty (30) days notice.

Evaluation:

A committee consisting of three managerial personnel representing OCA shall review and analyze

the bid responses according to the Method of Award stated above.

Supporting Presentation and Recording Samples:

OCA may request bidders to make an oral and visual presentation(s), on an individual basis, in

support of their proposals and to submit samples of previous recording work.

Bidders’ Qualifications:

Bidder shall provide an organizational chart identifying the names and titles of the account

manager and team members responsible for the OCA account. Bidder shall also provide copies of

technicians’ resumes and certifications. Technicians shall have at least five (5) years of

experience in the A/V and recording field, to include set ups, operations, and break-down of all

equipment listed in this RFB’s Specifications.

Bidder shall explain in detail how it proposes to provide equipment and personnel, and their

back-up, anywhere in New York State. Bidders must demonstrate and confirm statewide service

capability.

Bidders must be able to provide equipment and personnel for additional programs on a thirty (30)

days notice.

Bidder’s responses must document their ongoing experience in providing the full range of services

contained in this RFP’s specifications or their responses may be rejected.

Mandatory Reserve Pool:

Awarded contractor must maintain a reserve pool of a certain number of units of each model of

core equipment as specified in the paragraph “Necessary Stock of Required Equipment” in this

RFB. This reserve equipment should satisfy last-minute or additional requests during

seminars/conferences or in case of equipment failure.

Such back-up units must be reserved for the exclusive use of the UCS, and must be shipped and

installed as soon as possible following notification by UCS.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Equipment:

Bidder shall provide equipment that meet, at minimum, industry quality standards. There must be

a complete complement of equipment for each scheduled day of a seminar, plus an adequate

amount of back-up. Such equipment shall be installed at the site according to the directions of

OCA’s assignment manager. Vendor’s technicians shall be present to assist the faculty in the

presentation of any materials.

Damaged Equipment:

Awarded vendor shall immediately report real or suspected equipment damage to the OCA

assignment manager.

OCA shall not be held responsible for charges on equipment cancelled by OCA one day prior to a

scheduled start.

References:

Bidders must provide at least three references including company/agency name, complete address,

contact name, title and telephone number, for whom bidders have provided similar services for the

past three years.

Changes:

Under no circumstances should vendor act on any verbal communications of ordering

court/agency with respect to purchase orders, samples or proofs. Any and all communications or

changes are to be in writing. Vendor assumes all risks in acting otherwise.

Ordering Instructions/Rental Orders:

OCA shall provide, at bidders’ request, a sample Rental Order Form which has detailed ordering

instructions. A Rental Order Form includes a heading including the following: seminar, date(s),

location, type of equipment, and authorized signature. Separate columns are also provided on all

work order forms for equipment types, quantity, etc.

Awarded vendor shall present the Rental Order(s) to the assignment manager for review and

approval at the beginning of each scheduled day of a seminar. The Rental Order(s) shall serve as

the basis for all invoices submitted to OCA.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Invoices and Miscellaneous Costs:

Based upon the Rental Order(s), payment shall be made upon submission of invoices detailing all

charges.

If equipment listed on the Rental Order(s) for a presentation or a recording is damaged or fails to

operate properly, and it is not repaired by the awarded contractor, either during or after a

program, OCA shall incur no costs for that equipment. OCA shall not be held responsible for

charges on equipment cancelled by OCA one day prior to a scheduled start.

Contractor’s Responsibilities:

Bidder shall be solely responsible for equipment and services that they bid. Awarded contractor

shall assume full responsibility for delivery, installation, maintenance, and support services for all

equipment specified in this solicitation. Contractor shall be responsible to verify that equipment is

complete and in compliance with this RFP’s specifications, in order to meet OCA’s needs.

Contractor shall ensure that there be no interruption of services during

the term of the contract.

Contractor must be able to provide enough equipment to handle a full complement of faculty at

our largest program, with additional back-up in the event of equipment failure, and any additional

equipment requested during the course of a seminar. Contractor must provide technicians for set

up operation and break down for all seminars.

Contractor must provide equipment and personnel to cover the presentational needs and their

recording by means of either video or audio tape, or both.

UCS/OCA’s Responsibilities:

The assignment manager has primary responsibility for set up of all audio/visual and recording

equipment. The assignment manager shall provide the awarded vendor with the logistical

information specific to each seminar in advance of such seminar. The assignment manager shall

coordinate all A/V requirements as well as communications between the awarded vendor and the

site personnel. The assignment manager is responsible for reviewing and approving the Rental

Order Form at the beginning of each day of a seminar.

Questions:

Questions may be addressed in writing only, by email or fax, to

Marie-Claude Ceppi

NYS Office of Court Administration

25 Beaver Street, R-840

New York, NY 10004

Fax: 212-428-2819 Email: Mceppi@courts.state.ny.us

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

The deadline to submit questions is January 17, 2006 at 5:00 p.m. All questions will be

answered in writing and posted online at www.nycourts.gov/admin/bids under “Current

Solicitation” and this RFB Number.

Bid Response: Original and Copies

Bidder shall submit all required original RFB documents: Proposal, executed RFB Form,

Attachment I , pages 3, and 4 of 10 only, Attachment II - Form ST-220, Attachment III -

Vendor responsibility Questionnaire, and any other required documentation, brochures,

etc. as listed on the Document Enclosure Checklist. Bidder must include five (5) copies of all

such material.

Failure to provide all original documents and the requested number of copies may result in

disqualification of bidder’s response.

Please note: original and copies of the solicitation should not be submitted in a three-ring binder,

or in any other bound fashion. Please submit the original and copies bound only by rubber bands,

clips or similar devices.

All proposals shall remain binding on bidders until such time as OCA provides written notification

of intent to award contract, or bidders withdraw their proposals in writing, whichever occurs first.

Packaging, Identifying and Delivery of Proposals:

Bidders may not submit their bid responses online.

All bid submissions must be securely contained in a sealed package or carton and clearly marked

in large block letters on two sides as follows: “DELIVER IMMEDIATELY SEALED BID”.

The lower left corner of the bid package must be marked “BID - DO NOT OPEN” “

OCA/AV-108 DUE JANUARY 25, 2006 AT 3:00 P.M.”.

Failure to seal, mark and address as prescribed may result in non-delivery and/or rejection

of proposal. Please note that bids must be received by Marie-Claude Ceppi on January 25,

2006 at 3:00 pm at the latest, or bids will be declared “late bids”. It is recommended that

bidders allow several extra days for shipping their bid response in order to meet the

deadline.

Bids must be submitted to: Marie-Claude Ceppi

Principal Court Analyst

NYS Office of Court Administration

25 Beaver Street, R-840

New York, NY 10004

The OCA reserves the right to reject any and all proposals or bids submitted in response to this

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

solicitation.

No-Bid:

Bidders are requested to send a no-bid letter to OCA, attn: Marie-Claude Ceppi, at the above

address, should they decide not to answer this solicitation. The envelope shall be clearly

marked in the lower left corner as follows: OCA/AV-108.

Unacceptable Proposals:

OCA may reject any proposals from bidders who are in arrears to the State of New York upon

any debt or contract; who previously defaulted on contract obligations, as surety or otherwise,

upon any obligation to the State of New York; who have been declared not responsible, or

disqualified, by any agency of the State of New York; or have any proceeding pending relating to

the responsibility or qualification of the bidders to receive public contracts.

Compliance with laws:

Contractors shall be compliant with all applicable federal, state and local laws, rules and

regulations.

Subcontracting:

No Subcontracting or outsourcing is permitted.

Independent contractor status:

It is expressly understood and agreed that the awarded contractor’s status shall be that of an

independent provider of services and that no officer, employee, servant or subcontractor of the

contractor is an employee of the UCS, OCA or State of New York. Contractor is solely

responsible for the work assignment, compensation, benefits and personal conduct and standards

of all such persons assigned to the provision of services. Nothing herein shall be construed to

impose any liability or duty on the UCS, OCA or State of New York to persons, firms,

consultants or corporations employed or engaged by contractor either directly or indirectly in any

capacity whatsoever, nor shall the UCS, OCA or State of New York be liable for any acts,

omissions, liabilities, obligations or taxes of any nature including, but not limited to, employment

and worker’s compensation insurance of contractor or any of its employees or subcontractors.

Unsatisfactory Performance and Contract Termination:

If the awarded vendor fails to fulfill any terms of this agreement on time, OCA expects the

awarded vendor to immediately rectify problems with equipment and/or personnel. Failure to

have fully functioning equipment and back-up equipment, as well as trained and cooperative

technicians (and their back-ups) on site as needed may result in contract termination. In such a

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

case, OCA shall notify awarded vendor in writing of the contract termination, to be effective as of

the date of written notification and without any further obligation from OCA under said contract.

Such a termination may result in a vendor being declared “non responsible” by the UCS/OCA,

pursuant to the Office of the State Comptroller’s 2005 guidelines on vendors responsibility and

removed from the UCS/OCA’s bidders list.

Financial stability:

Upon request, bidder shall provide a copy of financial filings as audited by a certified auditing firm

for the past three consecutive years and a copy of its last three annual reports.

Contractor’s General Liability and Property Damage Insurance:

Bidder must include with their submission proof of a minimum of $1,000,000.00 per occurrence

of professional liability insurance coverage. Such coverage shall be at no cost to the UCS and

OCA and shall remain in force for any period a contractual agreement exists with OCA.

A certificate of coverage shall be acceptable.

Awarded contractor may be requested by each building managing agent or owner at his or her

discretion to provide such a certificate of insurance before contractor may access the premises.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

**** DETAILED SPECIFICATIONS ****

Necessary Stock of Required Equipment:

Because more than one program could be running in different locations at the same time, as well

as an individual programs with multiple rooms with A/V requirements, the UCS requires the

prospective vendor to have on hand a large enough inventory of certain equipment, listed below,

to handle all program needs. The UCS recognizes the fact that a prospective vendor, even if they

are engaged with other clients, needs to be capable of providing equipment to cover our proposed

schedule of events. The UCS expects prospective vendors to carry in their inventory enough

equipment to avoid any over reliance on sub-contractor rentals in order to satisfy demand. The

amount of equipment inventories listed below suggest what the UCS feels is the ideal amount of

stock a vendor should have on hand to meet our demands without going outside its own shop.

Item # 5 15 pieces Item #10 20 pieces

Item # 6 15 pieces Item #12 4 pieces

Item # 7 15 pieces Item #13 4 pieces

Item #8a 4 pieces Item #14 10 pieces

8b 4 pieces Item #15 30 pieces

8c 20 pieces Item # 16 10 pieces

8d 20 pieces Item #17 20 pieces

8e 4 pieces Item #18 10 pieces

8f 4 pieces Item # 22 10 pieces

Item # 9 20 pieces

These numbers are considered ideal for the proposed vendor to be operating with, and are not

required in order for the vendor to bid on the RFB. A site inspection of the proposed vendor’s

inventory levels will award points based on the relative status to the above ideal inventory. The

method of award details how many points can be awarded to the proposed vendor who can meet

or exceed these numbers.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Equipment Schedule:

Equipment Item

1. Kodak Ektagraphic III Slide Projector

2. Elmo EV-400 Visual Presenter

3. Elmo Slide to Video Transfer Unit

4. Dukane 4000 Lumen Overhead Projector

5. Eiki LC-X70 5000 Lumen LCD Projector

6. Eiki LC-XB25 2500 Lumen LCD Projector

7. Eiki LC-XB15 1700 Lumen LCD Projector

8. Projection Screen

a. 9' x 12' Fast Fold

b. 10' x 14' Fast Fold

c. 6' x 6' Tripod

d. 8' x 8' Tripod

e. 10' x 10' Cradle

f. 12' x 12' Cradle

9. Mackie SRM 450 Speaker

10. JBL EON power 10 Speaker

11. Electrovoice DX34 Digital Signal Processor

12. Mackie 2404 24ch Mixing Console

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

13. Mackie 1402 14ch Mixing Console

14. Shure M367 6ch Mic Mixer

15. Shure SM-58 Microphone

16. Shure U24D UHF Wireless Microphone Kit

17. Shure MX-412 Microphone

18. Crown PC 160 Microphone

19. Marantz PMD-222 Cassette Player

20. Marantz PMD 370 CD Player

21. Panasonic AG-456U Camcorder

22. Panasonic DVC-80P DV Camcorder

23. Video Tripod, Lt. Wt.

24. Sony D-35 Video Camera Studio Configuration

25. Video Tripod, Heavy Duty

26. Panasonic S-VHS Player

27. Sony Beta SP Player/Recorder

28. Sony DSR 1500A DVCAM Player/Recorder

29. Panasonic 27" TV/VCR Combo

30. Sony 32" Monitor

31. NEC LCD 2080 20" LCD Monitor

32. Pioneer PDP 433 43" Plasma Display

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

33. Pioneer PDP V503 50" Plasma Display

34. Bretford AV Cart

a. 54" w/Skirt

b. 42" w/Skirt

c. 26" w/Skirt

35. Presidential Tele-prompter

36. Folsom Screen Pro Switcher

37. Folsom Presentation Pro Switcher

38. Analog Way GSW611 Switcher

39. Pioneer DVD-V7400 DVD Player

40. Acer 254ELCI Laptop Computer

41. Philips CDR-778 CD Audio Recorder

Labor

Technician for hours of 9:00 am to 5:00 pm Monday - Friday

Technician for hours on weekends or Monday - Friday after 5:00 pm

Technician for Holidays

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Substitute Equipment Schedule:

1. Slide Projector

2. Document Camera

3. Slide to Video Transfer Unit

4. High Intensity Overhead Projector

5. 5000 Lumen LCD Projector

6. 2500 Lumen LCD Projector

7. 1700 Lumen LCD Projector

8. Projection Screens:

a. 9' x 12' fast fold

b. 10' x 14' fast fold

c. 6' x 6' tripod

d. 8' x 8' tripod

e. 10' x 10' cradle

f. 12' x 12' cradle

9. Portable Speaker

10. Portable Powered Speaker

11. Digital Audio Signal Processor

12. 24 channel audio mixing board

13. 14 channel audio mixing board

14. 6 channel microphone mixer

15. Dynamic cardioid microphone

16. UHF wireless microphone kit

17. Condenser cardioid microphone

18. Wide area pick up microphone

19. Audiocassette player

20. CD player

21. SVHS camcorder

22. MiniDV camcorder

23. Video tripod, light weight

24. DVCAM camera

25. Video tripod, heavy duty

26. S-VHS player

27. Beta SP or M-II component player/record deck

28. DVCAM or DVCPro player/recorder

29. TV/VCR combo

30. 32" Video monitor

31. 20" LCD monitor

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

32. 42" Plasma display

33. 50" Plasma display

34. A/V carts:

a. 54" w/skirt

b. 42" w/skirt

c. 26" w/skirt

35. Teleprompter

36. A/V presentation switcher

37. A/V presentation switcher

38. A/V presentation switcher

39. DVD player

40. Laptop computer

41. CD-R audio recorder

Bidders shall provide the make and model number of any equipment item they plan to substitute

from the above list. Bidders must include in their bid responses any technical literature or

specifications on substituted items for comparison purposes. Any and all substituted items must

meet or exceed the specifications of items listed above.

Prospective Schedule of Judicial Institute Programs*

2006 Judicial Seminars

June & July 2006

The Seminars consist of seven two day seminar sessions, with as many as six programs

offered at the same time. Beside requests for presentation set ups, all the sessions must be video

recorded during the first session held in June. Agenda TBA.

Either of the two last weeks of June, on LI at a site TBD.

Events schedule TBA

After the fourth of July, two sessions at the Judicial Institute** (JI) in White

Plains, one in either Albany or Saratoga area, one in western New York, in either

Buffalo or Rochester, and one additional session on LI, all sites TBD, sessions

conclude by July 28th.

* All programs and sessions held in New York State.

** Programs held at the JI require mainly labor support, with occasional equipment requests.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

2006 Legal Update

This program is for UCS court attorneys and legal staff in general, to satisfy mandatory

CLE credits. It consists of a two day seminar with as many as seven sessions going on at

one time. All sessions must be video recorded at the first program of the Update’s cycle.

Each cycle begins in September. The first required recording under this contract will

occur in September, ‘06, the start of the 2006-07 program cycle.

January 9-12, 2006

Two programs held at the JI, events schedule TBA

March 7 & 8, 2006

One program at the LI Marriott, Uniondale, event schedule TBA

April 4 & 5, 2006

One program, same LI location, event schedule TBA

One of the last two weeks of September 2006

First program of the cycle, held in Rochester, site TBD and event schedule TBA

Late October or early November 2006

Held in Albany or Saratoga, site TBD and event schedule TBA

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Appellate Judges Seminar

October 27 to 29, 2006

Weekend seminar for Appellate Division Justices and Court of Appeals Judges at a

site TBD, and agenda TBA. One room meeting requiring A/V support and

recording services.

Newly Elected Judges Seminar

December 11 to 15, 2006

Program held at the JI, up to four rooms at a time during the course of the week.

Agenda TBA.

Lunch & Learn Programs

First Thursday of each month starting October of ‘06 until June of “07

A one hour topic networked by a combination of streaming media and IP video

conference technology, while simultaneously recorded for the JI’s web site library

archive. While this program is usually handled in house, there have been times

when both recording and A/V support were needed. Sites rotate around the state,

specific sites TBD, and topics TBA.

Court Association Programs

Mid September to early November, 2006

Four to five two day sessions for the various court clerk, librarian, law clerk and

County Clerk and Commissioner of Jurors Associations. Sessions are usually held

at the JI, agendas TBA.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Executive Managers Meetings

Late March, 2006

Two day meeting held in the auditorium at the JI.

Town and Village Justice Certification Programs

February 20 to 22, 2006

Association of Towns Meeting at the Sheridan Hotel on 54th St. and Broadway,

NYC. A/V set ups, primarily PowerPoints, two rooms for the magistrates, and

one room for their clerks. Events program TBA.

Early March and September, 2006

Two train-the trainers programs at sites in Syracuse TBD. A/V set ups for

meeting room, and CD-R audio recording of the session.

Last week of July, 2006

Full week program consisting of basic certification, advanced certification, and

advanced seminar studies that may require either A/V support, or recording

services. Sessions held in Northern New York State at a site TBD. Agenda for

basic course is set, advanced certification is set, advanced seminars TBA.

Administrative Judges Meetings

Date TBD

Two day meeting of statewide administratve judges, A/V support required for the

main conference room, and dining facility. Site and agenda TBA.

RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006

3:00 PM

Miscellaneous Programs and Seminars

These are programs and seminars planned by other divisions of the UCS. All dates, sites

and agendas are reflective of past practices, and all requests for coverage of these

programs shall conform to the thirty day notice provision required by the UCS when

identifying specific dates, sites and needs.

Matrimonial Seminars, March or April of ‘06, site and agenda TBD, a three day seminar

requiring both A/V support and recording services. The program is primarily a plenary, but

coverage of a few breakout sessions is common.

Family Violence Task Force Program, April thru June of ‘06, a one day, one room program,

that sometimes requires both A/V support and recording services. The program is offered at

various sites around the state during each spring season, sites TBD, and the agenda TBA.

NYC Family Court Training Programs, and NYC Criminal Court Training Programs,

programs held on various dates, usually at the JI, some as short as a day, some as long as a week

with breakout sessions..

Center for Court Innovation Training Programs, two to three day programs, scheduled

throughout the year for various court personnel working in new specialty courts ( Integrated

Domestic Violence Courts, Drug Courts, Community Courts, Mental Health Courts, etc.). Most

programs held at the JI, requiring both A/V support and recording services that sometimes need

vender’s supplementing.

G 3875BA OCAAV 108 RFB

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