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School Presentation Proposal

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					    JKL Bahweting School

     Request for Proposal




Multimedia Presentation Systems



            Susan Palmer
        School Superintendent




               Date:
          November 18, 2010




             Prepared by:
            Matt Patzwald
         Technology Specialist
      JKL Bahweting School – Multimedia Presentation Systems Request for Bid


1.0 GENERAL INFORMATION
       1.1 Scope of the Project                                     3
       1.2 Bid Submission                                           3
       1.3 Calendar of Events                                       3
2.0 CAFETERIA
       2.1 Presentation System                                      4
       2.2 Projector Screen                                         4
       2.3 Projector                                                5
3.0 LIBRARY
       3.1 Presentation System                                      5
       3.2 Projector Screen                                         6
       3.3 Projector                                                6
4.0 GYMNASIUM                                                       6
5.0 INSTALLATION AND WARRANTY
       5.1 Physical Components                                      7
       5.2 Cabling                                                  7
       5.3 Electrical Work                                          7
       5.4 Warranty                                                 7
6.0 INSURANCE REQUIREMENTS                                          8
7.0 BID REQUIREMENTS
       7.1 Additional Bid Requirements                              8
       7.2 Rejection of Bids                                        9
       7.3 Required Information in Bid Responses                    9
APPENDIX A                                                          10
APPENDIX B                                                          13
APPENDIX C                                                          16




                                      Page 2 of 9
    JKL Bahweting School – Multimedia Presentation Systems Request for Bid


1.0 GENERAL INFORMATION

     1.1 Scope of the Project

        JKL Bahweting School is seeking proposals from qualified vendors for a turn key
        installation of several motorized drop down projector screens and projectors in
        our cafeteria, library, and gymnasium to provide multimedia capabilities in those
        areas. A public address system/speaker sound system will also be installed in the
        cafeteria and library.

     1.2 Bid Submission

        Bid closing is December 3, 2010 at 4:00 PM EST at which time all received
        bids will be publically opened. All bids received after closing will automatically
        be rejected. Bids must be sealed and clearly marked “Multimedia Presentation
        Systems” and addressed to the attention of the School Business Manager.

        Sealed bids will be received at:

        JKL Bahweting School
        Attn: School Business Manager
        1301 Marquette Ave.
        Sault Sainte Marie, MI 49783

        Fax and electronic bid submissions will be not accepted.

        Any questions concerning this bid request or any requirements should be directed
        to:

        Matt Patzwald, Technology Specialist
        (906) 635-5055 ext. 137
        mpatzwald@jklschool.org

        A copy of this bid request, including any related addendums and corrections, can
        be found at: http://www.jklschool.org/rfp

        The JKL Bahweting School Board of Education reserves the right to accept or
        reject any bids received, to cancel in part or all of this bid request, and is not
        bound to accept the lowest bid.

     1.3 Calendar of Events

        Release of Request to Bid                            Thursday, Nov 18, 2010
        Bid Closing (4:00 PM EST)                            Friday, Dec 3, 2010
        School Board Approval                                Tuesday, Dec 14, 2010
        Notification of Award                                Wednesday, Dec 15, 2010
        Installation                                         TBD




                                       Page 3 of 9
     JKL Bahweting School – Multimedia Presentation Systems Request for Bid



2.0 CAFETERIA

     The cafeteria is often used for multimedia presentations to staff and community
     members. Presentations are typically Microsoft PowerPoint, graphics, and text;
     however videos and DVDs are often used as well.

     Please see Appendix A for room diagram, which includes the dimensions of room
     area, ceiling heights, and desired approximate screen location.

     2.1 Presentation System

     The vendor shall also devise a system that includes all necessary cabling and
     equipment to provide full multimedia and speaker presentation.

     System shall have the following features/equipment:
        • Display content from:
                o Computer
                o DVD/VCR
                o Document Camera
        • Audio capabilities
                o Including wireless microphone for speaker presentations
        • Switch to control content display
        • Spare connections available for additional devices that may be connected at a
            later time (RCA/SVIDEO/HDMI,VGA….)
        • All equipment shall be housed in a podium or other similar cabinet
                o Not easily movable (no carts)
                o Lockable doors for all equipment
                o Space for LCD monitor and presentation materials

     Vendor shall select and supply all equipment, cabling, and materials necessary to
     provide a turnkey multimedia presentation system. The computer, LCD monitor, and
     document camera will be provided by the school at a later date.


     2.2 Projector Screen

     The screen will be a self contained motorized drop down screen that will be wall
     mounted. Vendor is to select an appropriately sized screen based on room size with a
     widescreen 16:9 aspect ratio. Screen shall be tensioned to help minimize movement
     when screen is deployed. See Appendix A for room information.

     The screen will be wall surface mounted to a cement block wall. The ceiling consists
     of 2x2 ceiling tile using a white grid and finished drywall in some sections. The
     ceiling is of varying heights.

     Vendor is to select an appropriately sized screen based on room size with a
     widescreen 16:9 aspect ratio.



                                      Page 4 of 9
     JKL Bahweting School – Multimedia Presentation Systems Request for Bid




     The screen shall be controlled by a wall mounted switch and either IR and/or RF
     remote control. The wall switch should require a key or have a transparent lockable
     faceplate cover to prevent unauthorized access. The location of the wall switch will
     be determined during installation.

     2.3 Projector

     Minimum specifications and features:

        •     Epson or Sanyo manufacturer LCD projector
        •     Native Resolution 1280x800 (WXGA) or better
        •     Wireless network capability for management and content display
        •     2500 normal hour count, 3000+ eco
        •     3500 lumen count minimum
        •     2000:1 contrast
        •     3 year warranty

3.0 LIBRARY

     The library is often used for multimedia presentations to staff and community
     members. Presentations are typically Microsoft PowerPoint, graphics, and text;
     however videos and DVDs are often used as well.

     Please see Appendix B for room diagram, which includes the dimensions of room
     area, ceiling heights, and desired approximate screen location.

     3.1 Presentation System

     The vendor shall also devise a system that includes all necessary cabling and
     equipment to provide full multimedia and speaker presentation.

     System shall have the following features/equipment:
        • Display content from:
                o Computer
                o DVD/VCR
                o Document Camera
        • Audio capabilities
                o Including wireless microphone for speaker presentations
        • Switch to control content display
        • Spare connections available for additional devices that may be connected at a
            later time (RCA/SVIDEO/HDMI,VGA….)
        • All equipment shall be housed in a podium or other similar cabinet
                o Not easily movable (no carts)
                o Lockable doors for all equipment
                o Space for LCD monitor and presentation materials



                                      Page 5 of 9
    JKL Bahweting School – Multimedia Presentation Systems Request for Bid




    Vendor shall select and supply all equipment, cabling, and materials necessary to
    provide a turnkey multimedia presentation system. The computer, LCD monitor, and
    document camera will be provided by the school at a later date.

    3.2 Projector Screen

    The screen will be a self-contained motorized drop down screen that will be in ceiling
    mounted. Vendor is to select an appropriately sized screen based on room size with a
    widescreen 16:9 aspect ratio. Screen shall be tensioned to help minimize movement
    when screen is deployed. The screen will be flush mounted in the ceiling. Ceiling
    consists of 2x2 ceiling tile with white grid structure. See Appendix B for room
    information.

    The screen shall be controlled by a wall mounted switch and either IR and/or RF
    remote control. The wall switch should require a key or have a transparent lockable
    faceplate cover to prevent unauthorized access. The location of the wall switch will
    be determined during installation.

    3.3 Projector
        • Epson or Sanyo manufacturer LCD projector
        • Native Resolution 1280x800 (WXGA) or better
        • Wireless network capability for management and content display
        • 2500 normal hour count, 3000+ eco
        • 3500 lumen count minimum
        • 2000:1 contrast
        • 2 VGA inputs
        • 1 Composite/S-video
        • 3 year warranty

4.0 GYMNASIUM

    The screen will be a self-contained motorized drop down screen that will be wall
    mounted. Vendor is to select an appropriately sized screen based on room size with a
    widescreen 16:9 aspect ratio. Screen shall be tensioned to help minimize movement
    when screen is deployed. See Appendix C for room information. The screen will be
    wall surface mounted to a cement block wall.

    Vendor is to select an appropriately sized screen based on room size with a
    widescreen 16:9 aspect ratio.

    Projector screen should be of enough rugged design or have appropriate safeguards in
    place to protect the equipment from damage that may result of flying objects typical
    in a gymnasium setting.




                                     Page 6 of 9
     JKL Bahweting School – Multimedia Presentation Systems Request for Bid


     The screen shall be mounted in a manner to best center there area and not interfere
     with the existing eagle painting on the wall. See Appendix C.

     The screen shall be controlled by a wall mounted switch and either IR and/or RF
     remote control. The wall switch should require a key or have a transparent lockable
     faceplate cover to prevent unauthorized access. The location of the wall switch will
     be determined during installation.

     All multimedia and audio capabilities will be provided by the school.

5.0 INSTALLATION AND WARRANTY

  The vendor will be required to provide installation services for all requested equipment.

     5.1 Physical Components

     All components and equipment must be installed in accordance with the
     manufacturer’s procedures, specifications, and best practices.

     5.2 Cabling

     All cabling installed must be in accordance with accepted industry standards and
     best practices. All cabling must be properly secured to appropriate building
     structure points. The use of cabling raceway, raceway accessories, and surface
     mount outlet boxes where necessary is required. All cabling must be terminated
     using matching faceplates within the outlet boxes.

     All cabling is required to be plenum rated unless otherwise specified in this
     document.

     Consideration shall not only be given to operational efficiency but overall
     aesthetic factors. Cabling that appears to be sloppy or unprofessionally installed
     will be redone at the vendor’s expense.

     5.3 Electrical Work

     The vendor will be responsible for installing or subcontracting to install all
     electrical service required for projector screens and projector. Vendor or the
     subcontracted company must be fully licensed and insured. Vendor will also be
     required to obtain any required permits for completion of the project installation.

     5.4 Warranty

     Whenever possible, please provide costs to for all major system components to be
     covered under manufacturer’s warranty for a minimum of 3 years. Please also
     provide information regarding vendor labor warranties.



                                       Page 7 of 9
     JKL Bahweting School – Multimedia Presentation Systems Request for Bid



6.0 INSURANCE REQUIREMENTS


  The successful bidder agrees, at its sole cost and expense, to purchase, prior to
  commencement of services, and maintain the follow insurance coverage in the
  minimum amounts indicated for the entire duration of the contract.

  Commercial General Liability Insurance: on an “Occurrence Basis” with limits of
  liability not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined
  single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall
  include the follow extensions: A) Contractual Liability; B) Products and Completed
  Operations; C) Independent Contractor’s Coverage; D) Broad Form General Liability
  Extensions or equivalent; E) Deletions of all Explosion, Collapse, and Under group
  (XCU) Exclusions, if applicable.

  Worker’s Compensation including Employer’s Liability Coverage: of $100,000 each
  accident, $500,000 annual aggregate, in accordance with all applicable Michigan law.

  Motor Vehicle Liability: If Contractor, or its employees, will use motor vehicles to
  satisfy its responsibilities under this contract, then Contractor must have a minimum
  amount of $1,000,000 per occurrence combined single limit including coverage for
  hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage
  as required by law. If an insurance coverage furnished by Contractor is on a “claims
  made” basis, the Contractor shall continue the coverage required under this contract
  for a minimum period of three years after the expiration or termination of this
  contract.

  In addition, Contractor shall include the following as Additional Insured: JKL
  Bahweting School including its elected and appointed officials, employees, and
  volunteers.

  If such insurance is not in force, JKL Bahweting School may, at its option, terminate
  and cancel the contract.

7.0 BID INFORMATION

     7.1 Additional Bid Requirements

         •   Please include a statement regarding product availability for ordering and
             shipping.
         •   All bid components (equipment, services, etc.) must be itemized and include
             per unit costs and extended costs. All associated costs with this project must
             be listed.
         •   All alternates, variations, and exceptions to any requirement must be
             clearly stated.



                                       Page 8 of 9
JKL Bahweting School – Multimedia Presentation Systems Request for Bid



   •   All hardware, equipment, and accessories must be new. Items classified as
       refurbished, remanufactured, or “off-lease” will not be accepted.
   •   The school reserves the right to consider proposals based on their relative
       merit, risk, and value to the school.
   •   The school reserves the right to cancel all or parts of this request for bid if it
       is in the best interest of the school.
   •   This bid request does not commit us to award a contract, to pay any costs
       associated with the preparation of a response, to procure or contract for
       services or equipment.
   •   Vendors must be an authorized re-seller of all products proposed.
   •   Purchasing terms and conditions must be included with the bid.

7.2 Rejection of Bids

   JKL Bahweting School reserves the right to accept or reject any or all bids, and to
   waive any minor discrepancies or technicalities in the bid or specifications when
   deemed to be in the best interest of the school.

7.3 Required Information in Bid Responses

   Company Information

       •   Company Name
       •   Years in Business
       •   Main Contact Person
       •   Full Mailing Address
       •   Telephone/Fax Number

   Supporting Information

   Please include product information for all items included in the bid submission.
   Product information can include data or specification sheets, brochures, etc.

   References

   Please include a minimum of three references where similar work of room
   multimedia systems has been installed. There is preference that references are
   from schools or other similar educational facilities.




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