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.
Agencys Specification of item(s) Required
(include quantities)
UCS ATTACHMENT I, II and III ATTACHED &
INCORPORATED HEREIN.
To be downloaded from Contract & Procurement website
Bidders 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
Bidders Firm Name: Employers Federal Identification Number
Address
Street City State Zip
Bidders 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
1
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 bidders 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. Bidders 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
2
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
3
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
4
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
5
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
6
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
7
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 Officers
Name and Title: __________________________________________________
__________________________________________________
Signature and Date: __________________________________________________
________________________
RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006
3:00 PM
8
*** 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
“Addendafor 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 Solicitationsshall 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 Generals Office
and the Office of the Comptroller.
RFB# OCA/AV-108 BID OPENING: JANUARY 25, 2006
3:00 PM
9
Bidders/Contractors Facilities - Location and Site Visits:
Biddersfacilities shall be located within the states of New York, New Jersey and Connecticut.
OCA will conduct mandatory site visits of biddersfacilities as part of the bid responses
evaluation process. Subsequent to the award, contractors facilities shall be made available for
periodic inspection upon request. Site visits will be conducted to ensure that vendors inventory
and qualified labor are available at all times, based on this RFBs 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
10
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 Equipmentin 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. Vendors 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
11
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.
BiddersQualifications:
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
techniciansresumes 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 RFBs 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.
Bidders responses must document their ongoing experience in providing the full range of services
contained in this RFPs 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
12
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
OCAs assignment manager. Vendors 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 biddersrequest, 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
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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.
Contractors 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 RFPs specifications, in order to meet OCAs 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/OCAs 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
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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
Solicitationand 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 bidders 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
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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 contractors 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 workers 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
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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 responsibleby the UCS/OCA,
pursuant to the Office of the State Comptrollers 2005 guidelines on vendors responsibility and
removed from the UCS/OCAs 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.
Contractors 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
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**** 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 vendors
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
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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
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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
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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
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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
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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
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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 Updates 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
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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 JIs 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
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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
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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
venders supplementing.

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