1. administrative & background informationvpfa.boisestate.edu/process/review/biddocs/itb...

INVITATION TO BID

ITB #KK19-159

AV INTEGRATOR FOR WORLD MUSEUM

Issue Date: June 14, 2019

ITBKK19-159 World Museum of 43 06/10/2019

TABLE OF CONTENTS

Section Page1. Administrative & Background Information 3

2. Process Requirements 5

3. Submission Requirements 7

4. Contract 12

5. Scope of Work 14

6. Project Execution Requirements 19

7. Support/Warranty 23

8. Cost 23

9. Bid Review and Evaluation 24

APPENDIX A - Additional Special Terms and Conditions 26

APPENDIX B - Helpful Links 29

APPENDIX C - Submissions Checklist 31

APPENDIX D - AV Drawing Set Attached as a separate document

ATTACHMENT 1 - Signature Page 32

ATTACHMENT 2 - Bidder Questions 33

ATTACHMENT 3 - References & Questionnaire (M/E) 35

ATTACHMENT 4 - Experience & Qualifications (ME) 40

ATTACHMENT 5 - Cost Sheet (M/E) 42

ATTACHMENT 6 - Support/Warranty 43

ATTACHMENT 7 - Equipment Pricing Sheet Attached as a separate spreadsheet


1. Administrative & Background Information

1.1 ITB Administrative Information

ITB Title: ITB KK19-159 AV Integrator for World Museum

ITB Lead/Address to deliver response: Kristen King1910 University Dr, MS-1210Boise, ID [email protected]: (208) 426-1802

Submit sealed Bid:

Bids must be received by Boise State University prior to the closing date and time.

Address for hand-delivery:University Plaza960 S. Broadway Ave, Suite 300Boise, ID 83706

Address for US Mail:1910 University Dr, MS-1210Boise, ID 83725-1210

University Purchasing Dept. website (all ITB information and updates will be posted here):

https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

Mandatory Pre-Bid Conference: June 27, 2019, 4:00 pm - 5:00 pm Mountain Time (Details will be provided upon RSVP)

Location: Teleconference (Details will be provided upon RSVP)

Deadline To Receive Questions: June 28 2019, 5:00 pm Mountain Time

Anticipated Release of Answers to Questions: July 8, 2019, at https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

ITB Closing Date: July 22, 2019, 5:00 pm Mountain Time - Late responses will not be accepted.

ITB Opening Date: 10:30 a.m. Mountain Time in Purchasing Department on the first work day following the Closing Date.

Validity of Bid: Bids are to remain valid for one hundred eighty (180) calendar days after the scheduled ITB Closing Date. Bids submitted with a validity period of less than this will be found non-responsive and will not be considered.


Initial Term of Contract and Renewals: One time purchase of equipment and install, one-year workmanship warranty, two-year system warranty and two-year maintenance and technical support with options to renew for up to three additional years, not to exceed 2% increase year over year.

The implementation phase shall commence upon signing of a contract and terminate upon satisfactory completion of installation and integration set up. The two (2) calendar-year support period shall commence immediately following implementation, and terminate two (2) years following the completion date. Following the Initial Term, the parties may extend the Contract under the same terms and conditions, on an annual basis, upon mutual written consent for up to (3) three additional years.

1.2 Boise State University Overview Boise State University (“University”), a public, higher-educational institution, is the largest university in Idaho with 22,678 students. The University offers studies in nearly 200 fields of interest. Undergraduate, graduate, doctoral and technical programs are available in seven colleges: Arts and Sciences, Business and Economics, Education, Engineering, Graduate Studies, Health Sciences, and Social Sciences and Public Affairs. More information is available at the Boise State News link found in Appendix A.

1.3 Scope of PurchaseBoise State University is soliciting Bids for an Audio Visual Integrator (AVI/Contractor) topurchase, install, integrate and maintain Audio Visual equipment for The World Museum projectlocated in the Fine Arts Building located on the University campus. Downstream LLC is serving asthe Experiential AV Consultant.

The World Museum will showcase the capabilities of Boise State University across a broad range of disciplines. The World Museum will emphasize the fine arts and provide a unique and interactive experience for instructors, students and the general public. The space will serve not only as an exhibit for exploration and learning, but also as a place to teach, perform and conduct research. It will utilize the highest quality technology throughout, which in turn will provide a showcase of networking and audio/visual technologies.

The World Museum will have eight (8) ultra short throw (UST) projectors mounted along three ‐(3) walls to create a seamless image and zones for content interaction. Directional audio shall be installed in eighteen (18) locations to provide auditory reinforcement for each interactive zone. In addition to these audio zones, a 7.1 surround sound experience shall allow the space to serve as a high fidelity, performance forum, reinforcing wired and wireless microphones, instruments ‐and background music sources. To highlight the talents of Boise State’s GIMM (Gaming, Interactive, Multimedia and Mobile) department, seven (7) digital video inputs located


throughout the World Museum, will be used for portable virtual reality (VR) stations to further encourage faculty and students alike to create, interact and showcase their work.

1.4 TimelineAnticipated completion date of all work outlined in this ITB: October 23, 2019, provided space is complete. Timeline of deliverables will be outlined in the Project Management Plan agreed upon by the University and the awarded AV Integrator after award is made.

1.5 Expectations Implementation must be provided by Contractor of proposed Service. AV Contractor will be responsible for securing a qualified glazier and specialty fabricator, purchasing all items listed on the equipment list (attachment 7), housing said items until installation and providing maintenance and technical services for 2 years post installation with the option of 3rd, 4th & 5th years.

2. Process Requirements

2.1 A MANDATORY pre-bid teleconference will be held at the time indicated in section 1.1 of this ITB; this will be a conference call only. This will be your opportunity to ask questions of the University staff. All interested parties are required to participate. You must pre-register via email with the ITB lead to receive meeting details. This conference call will be used to explain, clarify, or identify areas of concern in the ITB.

2.2 Questions: Those asking questions during the pre-bid conference will be asked to submit those questions to the University in writing by the designated “Deadline to Receive Questions” period as indicated in Section 1.1 of this ITB. For simplicity’s sake, Bidders are strongly encouraged to submit just one, final set of questions, after the pre-bid conference but prior to the question deadline, rather than multiple sets of questions. Any oral answers given by the University during the pre-bid conference are to be considered unofficial.

2.3 All questions must be submitted to the ITB Lead by the date and time noted in Section 1.1. Questions must be submitted using Attachment 2, “Bidder Questions,” via email to the ITB Lead at the email address listed in Section 1.1 for the ITB Lead. Official answers to all questions will be posted on the University Purchasing Department’s website (link found on Appendix C) as an amendment as indicated in Section 1.1, of this ITB.

2.4 Questions regarding Boise State University Standard Contract Terms and Conditions, and Boise State University “Solicitation Instructions to Vendors” (link found on Appendix A) as may be amended from time to time, and incorporated in this ITB by reference (collectively, the Terms and Conditions”) must be submitted by the deadline to receive questions from the Bidder as stated in Section 1.1. The University will not negotiate these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

2.4.1 The term or condition in question;


2.4.2 The rationale for the specific requirement being unacceptable to the Bidder (define the deficiency);

2.4.3 Recommended verbiage for the University’s consideration that is consistent in content, context, and form with the University’s requirement that is being questioned; and

2.4.4 Explanation of how the University’s acceptance of the recommended verbiage is fair and equitable to both the University and the Bidder.

2.5 All terms should be reviewed carefully by each prospective Bidder as the successful Bidder is expected to comply with those terms and conditions, as may be amended in accordance with Sections 2.4 and 3.13 hereof.

2.6 The apparent successful Bidder will be asked to engage in discussions to finalize the agreement. Such discussions will include discussion of the legal terms and conditions, including any additional agreements submitted by the Bidder as required by Section 3.12 and any proposed modifications to the Terms and Conditions, submitted in accordance with Section 2.4 during the question and answer period. Should the apparent successful Bidder and the University fail to reach an agreement within a reasonable timeframe, the University may elect to end the discussion with the top scoring Bidder and begin a discussion with the Bidder whose response ranked second. Upon successful completion of the discussions, the winning Bidder will be required to execute a contract with the University, and immediately begin preparations to undertake its requirements.

2.8 In response to questions regarding the Terms and Conditions, the University will, in its sole discretion (i) accept the proposed modification or a proposed alternative as an amendment to the ITB, or (ii) reserve the question to be negotiated in accordance with Section 2.6 hereof.

2.9 Bids received that qualify the offer based upon the University accepting other terms and conditions not found in the ITB or which take exception to the University’s terms and conditions will be found non-responsive, and no further consideration of the Bid will be given.

2.10 Any Bidder-proposed modifications will be incorporated into the Contract only if specifically accepted by the University in an amendment to the ITB or otherwise as expressly accepted in writing by the University.

2.11 From the date of release of this ITB until Intent to Award Letter is issued, all contact and requests for information shall be directed to the ITB Lead, only. Regarding this ITB, all contact with other personnel employed by or under contract with the University is restricted. During the same period, no prospective Bidder shall approach personnel employed by, or under Contract to the University, on any other related matters. An exception to this restriction will be made for Bidders who, in the normal course of work under a current and valid contract with the University, may need to discuss legitimate business matters concerning their work with the University. Violation of these conditions may be considered sufficient cause by the University to reject a Bidder’s Bid, irrespective of any other consideration.

2.12 Bids should be submitted on the most favorable terms a Bidder can propose, from both a price and technical standpoint as well as with regard to legal terms and conditions. The University reserves the right to accept any part of a Bid, or reject all or any part of any Bid received, without financial obligation, if the University determines it to be in the best interest of the University to do so. ITBKK19-159 World Museum of 43 06/10/2019

2.13 No verbal Bids or verbal modifications will be considered. A Bidder may modify its Bid in writing prior to the ITB closing time. A written modification must include the date and hand-written signature of the Bidder or its authorized representative.

2.14 All data provided by the University in relation to this ITB represents the best and most accurate information available at the time of ITB preparation. Should any data later be discovered to be inaccurate, such inaccuracy will not constitute a basis for Contract rejection or Contract amendment by a Bidder.

2.15 All Bid concepts and material submitted becomes the property of the University and will not be returned to Bidder unless the Solicitation is canceled by the University (State Code § 67-9215). Award or rejection of a Bid does not affect this right. Bids and supporting documentation may be available for public inspection upon written request following the announcement of a Contract award, except for information specifically labeled on each separate page as a “Trade Secret” under the Idaho Public Records Act, Section Title 74, Chapter 1, Idaho Code (“the Act”). Alternatively, information may be specifically labeled “exempt” from public records under another exemption found in the Act. Information specifically labeled as Trade Secret or otherwise exempt may be protected from disclosure, but only to the extent consistent with the Act or otherwise applicable federal or state law or regulation. Accordingly, the University cannot guarantee its confidentiality.

2.16 An appeal by a Bidder of an ITB specification, a non-responsiveness determination, or the award is governed by the Boise State University Purchasing Appeals Process, and must be filed in accordance with that process, which link can be found on Appendix A.

2.17 Bid opening will be held at the location and time as indicated in Section 1.1 of this ITB. All Bidders, authorized representatives and the general public are invited, at their own expense, to be present at the opening of the Bids. During the Bid opening only the names of the Bidders will be provided.

3. Submission Requirements

3.1 (M) In order to be considered for award, the sealed Bid must be delivered to the location and attention of the ITB Lead specified in Section 1.1 of the ITB, no later than the date and time specified in Section 1.1. No late Bids will be accepted. A Bid received at the office designated in this ITB after the ITB closing date and time will not be accepted.

3.2 The Bids must be addressed to the ITB Lead and clearly marked “Bid - ITB #KK19-159”.

3.3 All costs incurred in the preparation and submission of a Bid in response to this ITB, including, but not limited to, Bidder’s travel expenses to attend the pre-bid conference, Bid opening, and presentation or negotiation sessions, shall be the sole responsibility of Bidders and will not be reimbursed by the University.

3.4 (M) Signature Page (Attachment 1) Bids must be submitted with the University–supplied signature page in the form provided, without modification. The Signature (Attachment 1) Page must


contain an original, handwritten signature and be returned with the relevant ITB documents. PHOTOCOPIED SIGNATURES, FACSIMILE SIGNATURES, ELECTRONIC SIGNATURES OR DIGITAL SIGNATURES are NOT ACCEPTABLE. Failure to include a signed, complete, unmodified, original University Signature Page shall result in a finding that the Bid is non-responsive, and no further consideration will be given to the Bid.

3.5 Bid must be submitted with one (1) original and three (3) copies of attachments 4, 5, 6 and 7.

3.6 Electronic Copy - In addition, Bidders must submit one (1) electronic copy of the bid on a USB flash drive device. Word or Excel format is required. The only exception will be for financials or brochures. The USB device format and content must be the same as the manually-submitted Bid . The electronic version must NOT be password protected or locked in any way. Please attach the USB device to the original version of the Bid. The USB device shall contain the original electronic copy in Word or Excel format, as well as the redacted version as requested in Section 3.14 and 3.15 of the solicitation. The electronic file name of the redacted version should contain the word “redacted.”

3.10 See Submission Checklist, Appendix D.

3.11 (M) Cover Letter – Include a cover letter on the Bidder’s official letterhead, the Bidder’s name, mailing address, telephone number, facsimile number, and name of Bidder’s authorized agent including an email address. The cover letter must identify the ITB Title, ITB number and all materials and enclosures being forwarded collectively as the response to this ITB. The cover letter must be hand-signed, in ink, by an individual authorized to commit the Bidder to the work proposed. In addition, the cover letter must include:

3.11.1 Identification of the Bidder’s corporate or other legal entity. Bidders must include their tax identification number. The Bidder must be a legal entity with the legal right to contract.

3.11.2 A statement indicating the Bidder’s acceptance of and willingness to comply with the requirements of the ITB and attachments, as may be amended.

3.11.3 A statement of the Bidder’s compliance with affirmative action and equal employment regulations.

3.11.4 A statement that the Bid was arrived at independently by the Bidder without collusion, consultation, communication, or agreement with any other Bidder as to any matter concerning pricing.

3.11.5 A statement that Bidder has not employed any company or person other than a bona fide employee working solely for the Bidder or a company regularly employed as its marketing agent, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor or a company regularly employed by the Contractor as its marketing agent, any fee, commission, percentage, brokerage fees, gifts or any other consideration contingent upon or resulting from the award of this Contract. The Bidder must affirm its understanding and agreement that for breach or violation of this term, the University has the right to annul the Contract without liability or, in its discretion, to deduct from the Contract price the amount of any such fee, commission, percentage, brokerage fees, gifts or contingencies.


3.11.6 A statement naming the firms and/or staff responsible for writing the Bid.

3.11.7 A statement that Bidder is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs. See SAM Check link in Appendix A.

3.11.8 A statement affirming the Bid will be firm and binding for the term of Validity of Bid, as stated in Section 1.1.

3.12 (M) Bidder must submit with its response all documents and/or agreements that the Bidder proposes to have incorporated into any resulting Contract including any proposed modifications to the Terms and Conditions reserved for further negotiation, in accordance with Section 2.6. If Bidder expressly conditions its Bid upon the University’s acceptance of its additional documents and/or proposed agreements or modifications to the Terms and Conditions, its Bid may be deemed non-responsive. The terms of such additional documents and proposed agreement and modifications to the Terms and Conditions the University reserved for negotiation may be considered in accordance with Section 2.6 of this ITB, but no additional or modified terms shall be binding on the University until expressly accepted in writing by the University.

Alternately, if the Bidder has no additional documents or proposed agreements they wish to submit for consideration, please note that in response to this specification. The University will not accept any documents and/or proposed agreements submitted after the Solicitation closing date. The University will not accept any additional proposed modifications to the Terms and Conditions or terms that conflict with the Terms and Conditions other than questions submitted in accordance with Sections 2.3 and 2.4. If Bidder attempts to submit additional documents and/or proposed agreements after the Solicitation closing date, and conditions its Bid upon the University’s acceptance of those additional documents and/or proposed agreements, its Bid may be deemed non-responsive and given no further consideration.

The University will not accept terms that allow Bidder to make unilateral amendments to any resulting Contract or terms that require the University to indemnify another party.

3.13 (M) ITB Amendment - If the ITB is amended, including through the question-and-answer process, the Bidder must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Bid may result in the Bid being found non-responsive. See the Boise State University Purchasing website link found in Appendix A “Bidding Opportunities” for any amendments and the required amendment confirmation document.

3.14 Public Records - The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a State Agency or a local agency (political subdivision of the state of Idaho) regardless of the physical form or character. All, or most, of the information contained in your response will be a public record subject to disclosure under the Public Records Law. The Public Records Law contains certain exemptions. One exemption potentially applicable to part of your response may be for trade secrets.


3.15 Redacted Information - If your Bid contains information that you consider to be exempt, you must also submit an electronic redacted copy of the Bid with all exempt information removed or blacked out. The University will provide this redacted Bid to requestors under the Public Records Law, if requested. Submitting Bidders must also:

3.15.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “exempt” (it is not sufficient to simply mark the entire page). The specific information you deem “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise be clearly distinguished from other text or other information and be specifically identified as “exempt.”

3.15.2 List of Redacted Exempt Information - Provide a separate document with your Bid entitled “List of Redacted Exempt Information,” which provides a succinct list of all exempt material noted in your Bid. The list must be in the order in which the material appears in your Bid, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text or other information; or in a manner otherwise sufficient to allow the University to determine the precise material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

3.15.3 Bidder shall indemnify and defend the University against all liability, claims, damages, losses, expenses, actions, attorney fees and suits whatsoever for honoring a designation of exempt or for the Bidder’s failure to designate individual documents as exempt. The Bidder’s failure to designate as exempt any document or portion of a document that is released by the University shall constitute a complete waiver of any and all claims for damages caused by any such release. If the University receives a request for materials claimed exempt by the Bidder, the Bidder shall provide the legal defense for such claim.

3.16 No Redacted Information - Alternately, if there is no redacted information in the Bid, please note that in your cover letter, see section 3.11.

3.17 (M) The Contractor and its sub-contractors are required to carry the types and limits of insurance referenced below. Contractor is required to provide the University with a Certificate of Insurance prior to Contract signing.

3.17.1 Commercial General, Professional, Automobile, Workers’ Comp Insurance Found on the Boise State University Office of Risk Management & Insurance web page link found in Appendix A.

3.18 Any qualified Bidder may submit a Bid. All Bidders are qualified unless disqualified. Those Bidders presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Information is available in Appendix A.

3.19 Performance and Payment BondThe apparent awarded Contractor must furnish separate performance and payment bonds to the University within 10 days of the intent to award. The executed contract and purchase order will not be issued prior to receipt of said bonds. Each bond shall set forth a penal sum in an amount not less than ITBKK19-159 World Museum of 43 06/10/2019

the Fixed Price Contract Amount and shall include a power of attorney attached to each bond. The signature of both the Contractor (principal) and the Surety are required. If the Surety is incorporated, both bonds must have the corporate seal. Each bond furnished by the Contractor shall incorporate by reference the terms of this Contract as fully as though they were set forth verbatim in such bonds. In the event the Fixed Price Contract Amount is adjusted by Change Order executed by the Contractor, the penal sum of both the performance bond and the payment bond shall be deemed increased by like amount. The performance and payment bonds furnished by the Contractor shall be AIA Document A312, or a standard surety form certified approved to be the same as the AIA Document A312, and shall be executed by a Surety, or Sureties, reasonably acceptable to the Owner and authorized to do business in the State of Idaho.

3.19.1 Upon the request of any person or entity appearing to be a potential beneficiary of bonds covering payment of obligations arising under the Contract, the Contractor shall promptly furnish a copy of the bonds or shall permit a copy to be made.

3.19.2 It is the Contractor's obligation to notify the Surety in the event of changes in the Contract Documents, which in the absence of notification might serve to discharge the Surety's obligations, duties or liability under bonds or the Contract.

3.20 Bid FormatBidders must adhere to all requirements, including submission requirements of Section 3, of this ITB to be considered responsive. The determination of whether a Bid is responsive is a determination made solely by the University. The University reserves the right to waive any non-material variation that does not violate the overall purpose of the ITB, frustrate the competitive bidding process, or afford any Bidder an advantage not otherwise available to all Bidders.

3.21 Sections of the format may be listed with an evaluated requirement. Evaluation Code - The codes and their meanings are as follows:

(M) Mandatory Specification or Requirement - failure to comply with any mandatory specification or requirement may, at the sole discretion of the University, render Bidder’s Bid non-responsive and no further evaluation will occur. Bidder is required to respond to each mandatory specification with a statement outlining its understanding and how it will comply.

(E) Evaluated Specification - a response is desired and will be evaluated and scored. If not available, respond with “Not Available” or other response that identifies Bidder’s ability or inability to supply the item or service. Failure to respond will result in zero (no) points awarded for this item.

(ME) Mandatory and Evaluated Specification - failure to comply/respond may render Bidder’s Bid non-responsive and no further evaluation will occur. Bidder is required to respond to this specification with a statement outlining its understanding and how it will comply.

NOTE: If any requirement listed as (M) (E) or (ME) exists in your proposed system, but isaccomplished in a manner other than described in that section, Bidder MUST identify thevariation and provide a complete detailed explanation of the variation. Acceptance of a variance


in method to accomplish mandatory requirements is at the sole discretion of the University andthe evaluation committee

3.22 Any qualified Bidder may submit a Bid. All Bidders are qualified unless disqualified. Those Bidders presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Link is found in Appendix A under “SAM Check.”

3.23 Responsibility - At the sole discretion of the University, the ITB Lead may conduct a review to determine if the apparent high point Bidder is responsible. As part of the responsibility review, the ITB Lead may require the apparent high point Bidder to provide financial reports to the satisfaction of the University, and may also seek references to the satisfaction of the University. Nothing herein shall prevent the University from using other means to determine Bidder’s responsibility.

4. Contract

4.1 The ITB, all attachments, appendices, and amendments, the successful Bidder’s Bid submitted in response to the ITB and any negotiated changes to the same together comprise the Contract (hereinafter referred to as the “Contract”) and will be formalized by the creation of a Purchase Order (PO that ties these documents together.

4.2 Boise State University “Standard Contract Terms (link found in Appendix A) and Conditions” and Boise State University “Solicitation Instructions to Vendors” (link found in Appendix A) are incorporated by reference into and shall apply to this Solicitation and any Contract resulting from this Solicitation. The State of Idaho’s “Special Terms and Conditions for Customized Software and Related Services” (link found in Appendix A) may also apply, if customized software is proposed. Bidders are encouraged to review these documents at the specified websites.

4.3 The Contract, in its incorporated composite form, represents the entire agreement between the Contractor and University and supersedes all prior negotiations, representations, understandings, or agreements, either written or oral. All terms should be reviewed carefully by each prospective Bidder as the successful Bidder is expected to comply with those terms and conditions.

4.4 Where Bidder agreements and assumptions, specified in the Bidder’s response, differ from the Terms and Conditions, or the terms and conditions of this Solicitation, the Terms and Conditions and the terms and conditions of this Solicitation shall apply and supersede, unless such different terms are expressly agreed to by the University in writing. Where Bidder agreements and assumptions supplement the Terms and Conditions and Related Services (if specifically identified as applicable to this Solicitation), or the terms of this Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the University in writing. Where unsolicited supplemental documents, including unsolicited pricing sheets/cost bids are submitted, the University reserves the right to deem the Bid non-responsive if the supplemental documents conflict with the specifications of this Solicitation. Supplemental documents shall be considered as reference materials only, and nothing contained within a supplemental document shall be deemed as accepted by the University, unless accepted by the University in writing. Bidders are cautioned against the use of supplemental documents. Conflicting


supplemental documents may lead to the response being deemed non-responsive, and no consideration of the response given. It is recommended that Bidders review Boise State University’s Solicitation Instructions to Vendors, Clause 18, link found in Appendix A. To the extent the terms of such agreements, once accepted by the University, conflict with Boise State University Standard Terms and Conditions or other terms and conditions of this ITB, any conflict or inconsistency shall be resolved in accordance with Clause 38 of Boise State University Standard Terms and Conditions.

4.5 Finalization of the Contract documents may require additional time for review from the Office of Information Technology, Office of General Counsel, and State Board of Education. Additionally, the Office of General Counsel may review and negotiate agreements, prior to the finalization of a contract.

4.6 The Contract is not effective until Purchasing has issued a Purchase Order specifying a commencement date (the “Effective Date”), and that date has arrived or passed. The Contractor will not provide or render services to the University under this Contract until the Effective Date. The University may determine, in its sole discretion, not to reimburse the Contractor for products provided or services rendered prior to the Effective Date.

4.6.1 Prior to the release of the Contract, University and the apparent successful Bidder will clarify expectations and develop a Project Management Plan for the implementation of the service

4.6.2 The Project Management Plan shall include a description for each task and a designation of whether the University or the Bidder is responsible for the task.

4.6.3 The Project Management Plan shall include an outlined schedule of the submittals required from the Integrator. See section 5.20 - Scope of Work.

4.6.4 Additionally, the Project Management Plan will contain all points of clarification, an agreed upon Project Schedule for the implementation, and other clarifying supporting documents. Examples of other clarifying supporting documents are risk management plan, change management plan, deliverables plan, invoice and payment plan, configuration management plan, and project closure plan.

4.6.4 Project Management plan shall include a payment schedule based on milestones and confirmed accomplishment or delivery of milestones.

4.6.5 Upon a mutually agreed upon Project Management Plan, an award will be made, a Contract put in place, and implementation of the System can begin.

4.6.6 Once the Contract is in place, all modifications to the Project Management Plan must be reviewed and approved by the University in writing.

4.6.7 Discussions with individual Bidders (including the utilization of one or more rounds of Best And Final Offers (BAFO) and/or Negotiations) may be conducted in accordance with IDAPA 38.05.01.083 and .084, as determined by the University to be in its best interest. NOTE: Bidders should submit their best bids initially as there is no guarantee that the University will conduct any discussions.


4.7 In addition to the acceptance terms detailed in Boise State University Standard Contract Terms and Conditions, acceptance from the University will be based upon the completion of tasks and deliverables as agreed upon by the University and Contractor in the Project Management Plan.

4.8 End of Strategic Life/Termination of Contract Processes - Termination shall be in accordance with Boise State University Standard Contract Terms and Conditions, link found in Appendix A. Upon expiration or termination of the Contract, the obligations of the parties to each other shall come to an end, except those provisions which are intended to survive and continue, which shall include, but shall not be limited to, provisions relating to confidentiality, indemnification, and insurance requirements contained in the Contract.

5. Scope of Work

The following technology brief will outline the high level technical functionality of the hardware ‐solutions within the World Museum to enhance the visitor, student and staff experiences:

5.1 Eighteen (18) low iron glass panels shall span across three (3) walls in the World ‐Museum. The glass panels are provided and installed by a specialty glazier, sub‐contracted by the AV Integrator. Prior to ordering glass panels, the AV Integrator and glazier will field verify projection wall dimensions. The design intent is for one (1) glass panel size to be used across all three (3) walls. The glazier will minimize any metal components that could interfere with the capacitive touch film including but not limited to, custom c channels for mounting. The preferred requirements for this vendor ‐includes:

● Experience with large scale commercial installations, similar in size and scope● A shop with a clean, controlled environment to allow for the installation of the

projection and touch film in accordance with the film manufacturers' requirements● An active State of Idaho Public Works contractor's license

5.2 These panels will be outfitted with dual sided projection film. The projection film shall not contain any lead or metallic products. The approved manufacturer for the projection film is Pro Display, model is 360 Film. Contact Information: Ben Kershaw – [email protected]

5.3 It is pertinent that the specialty glazier does not use suction cups to handle or install the glass panels after any projection or touch film has been applied. Failure to comply with these specifications noted above will result in a poor interactive experience.

5.4 The touch film shall be applied to the backside of the glass panels and be capable of producing at least 20 points of touch, per instance. The approved manufacturer for the touch film is Displax. Contact Information: Fatima Goncalves – [email protected]


5.5 The touch information shall be transmitted back to the AV headend via USB extension over CAT6 cabling. It is the responsibility of the AV Integrator to test and verify that touch information from the touch film to the headend PC’s is functioning as intended. Touch information to Boise State University PC’s will be handled by Downstream custom middleware. Cabling shall be concealed in a custom header with a j box and conduit extending back to the AV‐ headend. The AV contractor shall sub contract a specialty fabrication firm to complete the ‐header as detailed in the environmental design deck. The following vendors are approved to complete this portion of scope: Kubik: Jim Marotta – [email protected], Xibitz: Jeff Laverty – [email protected] .

5.6 All other work including but not limited to; ceiling finish, HVAC and mechanical, will be handled by a separate contractor not contracted to this scope of work. However, the AV contractor and their respective sub contractors will be expected to coordinate with the ‐secondary contractor to achieve substantial completion of the World Museum.

5.7 Eight (8) UST projectors will be attached from the concrete deck and suspended via 1 1⁄2” NPT threaded poles, connected to an anti vibration isolation adapter. Blending of these images ‐will be handled by Scalable Display Technologies installed on each Downstream configured PC located at the AV headend. Scalable Display Technologies Display Manager on two management PC’s will provide comprehensive brightness and color balancing across all three walls. There will be a mirrored set of identically specified workstations to support deployment of Boise State University’s faculty and student applications (these three mirrored workstations also serve as system redundancy). Scalable Display Contact Information: Scalable Display Technologies, 700 Massachusetts Ave. 2nd Floor, Cambridge MA, Phone: 617 864 9300‐ ‐

5.8 Hardwired digital video inputs (HDMI) will be located throughout the space. There will be two 4K HDMI over shielded twisted pair inputs at the west wall located underneath a wall‐ ‐mounted touch panel controller. This location will also house twelve (12) USB ports for external computer hardware such as; thumb drives, dongles, interfaces or musical instruments, two (2) XLR audio inputs and two (2) XLR audio outputs, for live performances. Six (6) floor boxes shall be outfitted with one (1) 4K HDMI input and one (1) mic/line level audio input plate per location.

5.9 To accommodate the flexibility of the space, Crestron NVX AV over IP technology shall be implemented as the basis of the World Museum design. To eliminate bandwidth concerns and cross talk there will be seven (7) networks or VLANS; Video, Content, Dante Primary, Dante ‐Secondary, QLAN, Control and the Boise State University or Client network. The content network will be allocated for all Downstream software traffic and PC connections, the Video network is for all NVX network traffic. Wireless content presentation will be handled through three (3) Crestron AM 200’s located at the AV headend. The AM 200 devices will be connected to the ‐ ‐client network to allow for student and faculty to share content from a laptop, tablet or smartphone.


5.10 The audio network will be split between two network protocols; Dante and QLAN. Dante shall be used for the transmission and receipt of audio from the World Museum to the AV headend and from the Dante enabled DSP to the assistive listening system. In order to meet ADA regulations, an assistive listening system will be provided, installed and programmed by the AV contractor. The assistive listening system shall connect to the client network and be able to stream up to 32 individual channels of audio via an owner provided, owner installed WAP in the World Museum. Apple iPod Touch devices shall be provided by the AV contractor. Each exhibit space shall be treated as its own zone of audio and it is the responsibility of the AV contractor to set up and commission the application via a web based browser configurator.‐

5.11 Eighteen (18) directional audio speakers shall be attached to the concrete deck in the manner as noted in the AV drawing set. These speakers will serve the purpose of providing audio reinforcement to each of the eighteen (18) “interactive placemats” (glass assemblies). All directional audio speakers should be centered on interactive placements. This will require the Integrator to field verify wall dimensions and specify placement dimensions. In addition to the exhibit speakers, a 7.1 surround sound system shall be installed as part of the base system design. The amplifiers driving the surround sound system shall be linked to the Q SYS Core via ‐QLAN and receive signals from wired microphone and instrument panels on the Dante network as well as USB audio from the input wall panel in the space. Eight (8) Dante channels of wireless microphone audio shall be used for voice lift and will be routed through the 7.1 system.

5.12 Control of the system will come from a 10” Crestron touch panel wall mounted in the World Museum. The World Museum system will be programmed to start and shut down on a schedule coordinated with the client. The code will give admin level users the ability to change these schedules and control the system via a remote desktop xPanel. In addition to the touch panel controller, a secondary hardwired, 10 inch touch panel will reside in the AV headend ‐location to serve as a backup controller.

5.13 The AV contractor will be responsible for controlling the lighting system in the World Museum through the Crestron control system environment. The basis of design for controllable lighting in the Fine Arts building is Acuity Brands NLight system. The AV contractor will be responsible for linking the Crestron control processor, located in room 104B to the NLight control panel in the World Museum over CAT6A cabling. The lighting Integrator will provide and install the NLight control panel. The AV contractor will provide and install the NLight 3rd party control interface.

5.14 The design intent of the Crestron control system is to automate the space for the university day to day operators. Proper programming will allow the operator to set the weekly program and not be required to interface with the Crestron control system again for weeks or months at a time. Hidden below the simplistic layer of Crestron control through a gear wheel or other button should be all the controls a power user would require.


5.15 The Crestron control should display a simple opening screen limited to these large buttons: presets (displaying the current active preset), Off, Volume/ Mute, Schedule and Gear Wheel. Preset configurations are to be user definable (press and hold) with editable button ‐ ‐text. Defining and renaming of presets to be under the gear wheel access of the power user. Front page access to and display of active preset to recall only.

5.16 The Day to Day operator will require the following Control of the system, including but ‐ ‐not limited to:

● System preset configurations (minimum of 3) and System Off ● Scheduled time to enable a Preset Configuration or turn system off per

day of the week ● Schedule Enable / Disable per day of the week with current

day/ time display ○ Ability to adjust time/day in the Crestron system when the

Crestron controller time becomes inaccurate ● • Audio volume control with mute / un mute ‐

5.17 The power operator will require the following Control of the system, including but ‐is not limited to:

■ System preset configurations (minimum of 3) and System Off ■ Scheduled time to enable a Preset Configuration or turn system off per

day of the week ■ Schedule Enable / Disable per day of the week with current

day/ time display ● Ability to adjust time/day in the Crestron system when the

Crestron controller time becomes inaccurate ■ Matrix video routing via intuitive GUI■ Matrix audio routing via intuitive GUI ■ Individual Projector Control■ Level control for all audio zones■ Microphone / General audio input level control

5.18 Prior to commissioning, the AV Integrator will supply Downstream with screen captures of the proposed touch panel layout. It will be the responsibility of Downstream to provide client feedback and requests for revisions in a timely manner as to not interfere with the installation / commissioning schedule.


5.19 Division of Responsibilities:The service contractor hired by the University will provide and install within the World Museumspace:

● Hard lid ceiling● Painting● Mechanical (HVAC) distribution● Electrical Distribution● Lighting / lighting controls● Projector support structure● Speaker support structure● Baffle ceiling grid and baffle ceiling

A/V Integrator as described in the scope of work, section 6. In addition to work required forinfrastructure for the World Museum, the Integrator will provide and install within the WorldMuseum space:

● Glass wall panels with films and support structure● Projectors● Projector mounts● Speakers● Cameras● Wiring/Cabling (except electrical) to projectors, speakers cameras and

other devices required to support World Museum function

5.20 The AV Integrator will need to provide shop drawings for review prior to installation. Provide submittals for review by the Owner and AV Consultant in electronic format, with the exception of material samples. Use PDF as the electronic format, unless otherwise specified.

Compile the electronic submittal file as a single, complete document. Name the electronic submittal file specifically according to its contents. Electronic files must be of sufficient qualitythat all information is legible. Submittals shall include:

5.20.1 Shop Drawings: Drawings, diagrams, and schedules specifically prepared toillustrate some portion of the work. Drawings prepared by or for the Vendor to show how multiple systems and interdisciplinary work will be integrated and coordinated.

5.20.2 Product Data: Catalog cuts, illustrations, schedules, diagrams, performancecharts instructions, and brochures, which describe and illustrate size, physical appearance, and other characteristics of materials, systems, or equipment for some portion of the work. Samples of warranty language when the contract requires extended product warranties.

5.20.3 Samples: Color samples from the manufacturer's standard line (or custom color samples if specified) to be used in selecting or approving colors for the project.

5.20.4 Design Data: Calculations, analyses, or other data pertaining to a part of work.


5.20.5 Certificates: Document required of Contractor, or of a manufacturer, supplier, installer, or subcontractor through Contractor. The purpose is to document procedures, acceptability of methods, or personnel qualifications for a portion of the work.

5.20.6 Manufacturer's Instructions: Pre-printed material describing installation of a product, system, or material, including special notices and MSDS concerning impedances, hazards, and safety precautions.

5.20.7 Operation and Maintenance Data: Manufacturer data that is required to operate, maintain, troubleshoot, and repair equipment, including manufacturer's help, parts list, and product line documentation. This data shall be incorporated in an operations and maintenance manual.

6. Project Execution Requirements Following are requirements and expectations of the project and AVI/Contractor:

6.1 The main video distribution systems will be network based IP encoders and decoders ‐using shielded CAT6A cable. All video network connections to be on two (2) 40 Gbps stacked switches. All network cabling will be shielded to maintain Gigabit speed without crosstalk. All network cable installation tie straps shall be hook and loop (Velcro) to minimize crimping.

6.2 The AVI/Contractor will provide all network cabling with recorded certification showing cable length and Gigabit+ speeds. This includes all network connections shown to be Content Network, Audio Network, Video Network and Control Network. Content network is isolated from the Audio, Video & Control (AVC) network. Where cabling does not leave an equipment rack, cabling shall be premade STP patch cables certified, tested, and rated for Gigabit + networks.

6.3 The AVI/Contractor is not responsible for the network connections between the AV Server rooms and the building, or the Wireless Access Points. This network cabling and installation by others. AV Contractor to provide patch cable connectivity between the building network jacks in the AV Server room and the content network.

6.4 The Content Network will have connections to the building network for wireless access, and internet access. The Content Network will include all PC’s used for video content. The Crestron PRO3 of the control system includes an edge router built in. The PRO3 LAN side will connect to the Content Network, and the control subnet side of the PRO3 will connect to the AVC network. The PRO3 LAN side will not provide DHCP addresses to the content network, the building IT to coordinate addresses and provide DHCP server for the Content Network. The PRO3 control subnet side will provide a DHCP server for all devices on the AVC network.

6.5 Due to the video and interactive software requirements of the computer systems, there is a specific build requirement for the PC’s. The PC’s need to be acquired through CCI per the Downstream computer requirement specifications already in place. Computers to be shipped to Downstream for programming prior to installation. Downstream will ship the computers to the AV Integrator/Contractor once programming and lab testing is complete. Computers are a long ‐


lead item to be marked by the AVC for immediate purchase upon contract award. CCI Contact Information:

CCIntegration Inc, 2060 Corporate Ct San Jose CA 95131, Phone No: 408 228 131‐ ‐

6.6 The AV server room will provide a central location for all workstation, distribution components, audio/video processing, networking, and control system. The central audio DSP products will provide complete control and processing of audio signal paths to/from each area. Appropriate network switching will include a dedicated VLAN for content workstations, a separate VLAN for audio video over IP with QoS settings to ensure video transmission, and a VLAN for control of audio/visual hardware.

6.7 There will be AV IP support cameras strategically located to provide views of user ‐interaction and system performance. The AV support cameras are IP based connected to the AVC network, and not intended to be connected to security or surveillance network systems. Access to the cameras shall be limited to software support technicians and shall not create recordings. Shortcuts to the camera feeds are to be provided on the AV Support PC for access by the support technician. Where cameras are located on black finished spaces, the white plastic trim to be painted black by AVC to better disguise the camera.

6.8 The AVC is required to build and maintain an IP and MAC address list for all network connections in the AV System. The AVC is required to submit the MAC address list to university IT and the design team. IP Address list shall be populated by AVC once Boise State IT department has reviewed the list and provided a range per VLAN. Control VLAN is the exception where IP addresses can be assigned by the AVC Crestron and network programmer as it is isolated from the University network (on Control Sub net). The MAC and IP list must include the‐ device description, location, brand and model, VLAN, MAC address, IP address, patch connection, switch number and port.

6.9 The AVC is required to submit testing documentation per technology device per phase of installation. Verification can be a spreadsheet or checklist with initials and date of completion per device and/or system. Three (3) phases of installation to be included in testing documentation:

● Installed and cabled to industry standards, signal path verified (installed)● Signal path optimized/ tuned for best performance (commissioned)● Control aspects tested (Programmed)

6.10 The AV Contractor to be complete with installation and at least 50% complete with commissioning and programming before inviting Downstream on site to begin commissioning


software. A checklist will be provided of minimum functionality requirements prior to Downstream site programming.

6.11 The AV contractor must be comfortable working with 3rd party consultants throughout the integration process.

6.12 The AV Contractor’s Network and Crestron programmer to be on site during the Downstream software installation and commissioning. Downstream software commissioning would overlap with AV system commissioning. Include a minimum of 2 days on site support of Downstream by the Network and Crestron programmer. On site times to be coordinated 1 week prior to Downstream being on site. In the event the network and Crestron programmers are not available during the agreed site time, the AVC will be charged for the return trip, travel costs and time at Downstream travel rate

6.13 During setup, a remote access software such as TeamViewer shall be loaded and licensed onto the AV Support PC such that setup of the AV Systems can be accessed from a remote located technician. The AV Support PC shall include all software required to set up and control the systems including Crestron Toolbox and all editable source files used to create the programming. AV Support PC to include the final IP and MAC address list and all installation notes pertinent to the AV Systems set up, control and service for future technicians.

6.14 Prior to system sign off, the AV Integrator will be responsible for end user training. The ‐ ‐AV Integrator should budget for no less than three (3) training sessions, each lasting two (2) hours. In addition to training, the AV Integrator will produce a quick start guide (QSG), which ‐ ‐will detail how to use and troubleshoot the AV system. The QSG shall be delivered as a .PDF file and included in the AV Integrator’s final deliverables package.

6.15 It is expected that the AV contractor subcontract specialty work that falls outside of the standard realms of audio visual technology. This includes; glass procurement, installation and ‐modification via a specialty glazier, as well as, custom environmental details via a specialty fabricator. The University reserves the right to investigate the qualifications of the chosen subcontractors named in Attachment 5 and to reject subcontractors deemed unqualified by the University. The scope of responsibilities is noted below:

6.15.1 AV Contractor Responsibilities –

● All low voltage wiring pertaining to the audio visual experience; exclusion of ‐ ‐data and building infrastructure

● Installation of audio visual components highlighted in bill of materials; excludes ‐items labeled Subcontractor, OFOI

● Procurement of touch films and projection films● Management and scheduling of subcontractors


● AV Contractor responsible for ensuring that all work completed by subcontractors is in compliance with the specifications and terms of conditions of this ITB.

6.15.2 Glazier Responsibilities –

● Procurement and installation of low iron glass panels. Field verify dimensions ‐prior to purchasing

● Procurement and installation of custom c channel with non metallic barrier for ‐ ‐glass panel mounting. Include design for glass panel removal / serviceability

● Installation of touch and projection films. Note that special care is required during and after touch and projection films have been applied to any surface of the glass panels. See A/V technical narrative for details

6.15.3 Specialty Fabricator Responsibilities -

● Procurement, installation and modifications of acoustic siding for cable hide● Installation of detailed wall modifications above glass panels. Includes custom

reveal.

7. Support/Warranty

7.1 All equipment and labor supplied under the scope of this specification shall be warranted against manufacturer’s defects, installation defects and workmanship, and all other conditions as allowed by Idaho law, for a period of one (1) year from the date of Substantial Completion. AV contractor shall respond, on-site, within one (1) business day of a call for service. AV contractor shall include a warranty statement in the O & M manuals indicating this warranty, along with two prime contacts, with telephone numbers and e-mail address upon which demand can be made for warranty service.

7.2 AV Integrator to provide a one-year workmanship warranty, please describe in detail. (See Attachment 6)

7.3 AV Integrator shall provide pricing for a two year system warranty as part of the base bid pricing. AV Integrator shall provide (4) four preventative maintenance (PM) visits to be completed at no cost while under this warranty. Preventative maintenance will include, but not exclusive to projector alignment and interface fine tuning as needed. (See Attachment 6)

7.4 AV Integrator or it’s approved subcontractor shall provide support for critical issues within four (4) hours, virtually or physically, from the time of notification of University staff. Additionally, AV Integrator agrees to respond within one (1) business day for all other issues and questions. (See Attachment 6)


7.5 AV integrator must ensure quote from CCI states that the 5 year warranty on the computers will be transferred to University upon completion of project. Copy of this quote must be submitted to the University for approval, prior to purchase of computers by AV Integrator.

8. Cost

Pricing will be evaluated using a cost model that offers the University the best possible value over the initial term of the Contract.

8.1 (ME) Use the format established in Attachment 5 to respond to the Cost Sheet of this ITB, and identify it as “Attachment 5 - Cost Sheet”. Altering the format may result in a finding that your Bid is non-responsive.

8.2 (M) All costs associated with the specifications of the ITB must be included in the mandatory Cost Sheet. All pricing will be firm/fixed and fully-burdened with all direct and indirect costs, and must include (but not be limited to), all operating, administrative, and personnel expenses, such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or mileage), lodging, and quality improvement.

8.3 (M) Bid must include any applicable freight charges.

8.4 (M) Bid must include all Warranty Costs:9.4.1 One (1) year workmanship9.4.2 Two (2) year system warranty and support

8.4 (M) Prices must be FOB Boise State University, Boise, ID.

8.5 Contractors are not allowed to direct bill expenses or to receive advance payments for services not rendered.

8.6 Payment terms shall be in accordance with agreed upon schedule as part of Project Management Plan. See section 4.6.1. Billing and invoice procedure details in Cost Sheet, Attachment 5.

9. Bid Review and Evaluation

9.1 The objective of the University in soliciting and evaluating bids is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

9.2 Bids must demonstrate that Bidders have the ability to complete the described functions of this ITB.

9.3 The bid will be evaluated first as either “pass” or “fail” based on compliance with


Mandatory (M) and Mandatory/Evaluated (ME) requirements. All Bids that meet the Mandatory and Mandatory/Evaluated requirements will continue in the evaluation process. Bids not meeting the Mandatory and Mandatory/Evaluated requirements may be found non-responsive.

9.4 If the apparent successful bidder has submitted a bid that is outside the budgetary limits for the project, the University reserves the right to adjust the scope of the project and seek amended bids from all responsible bidders who have submitted bids by the date and meet all mandatory requirement.

9.5 The University will establish an evaluation team, that may consult with subject matter experts to review and advise on any portion of the bid, to evaluate bids. Upon opening the bids, the University Purchasing Department will inspect the bid for responsiveness. Under the facilitation of the Purchasing Department, the evaluation team will score the responsive bids.

The University may request online or other electronic style demonstrations from the top several scoring Bidders. If demonstrations are requested, the University may submit demonstration scenarios to Bidders.

The team will discuss and finalize their scoring with the Purchasing Department. Prior to award, the apparent successful Bidder’s response may be forwarded to a representative(s) of the Office of Information Technology and/or General Counsel to confirm that the System will work within the University’s infrastructure and policies.

9.6 The criteria described in the Evaluation Criteria section will be used to evaluate and score the bids for the purpose of ranking them in relative position based on how fully each bid meets the requirements of this ITB. Particular emphasis will be placed on the Bidder’s understanding of the ITB, quality of product/service, and the description of how the activities will be performed.

The scores for the Experience & Qualifications and References will be normalized as awhole, or by category, at the University’s sole discretion. Excepting cost, the bid with the highest raw score will receive all available points in total or by category total. Other bids will be assigned a portion of the maximum available points, using the formula: (Raw score of bid being evaluated / highest raw score) x total possible points.

9.7 The Cost evaluation will be based on the sum of the “Total Project Cost” normalized to the lowest cost. The scores for the Cost Sheet will be normalized as follows: The bid with the lowestoverall total cost will receive all the cost points as assigned in the Evaluation Criteriabelow. Other bids will be assigned a portion of the maximum score using the formula:Lowest Cost / other bid cost x total possible cost points.

9.8 Award will be made to the responsive, responsible Bidder whose Bid receives the highest number of points. At the sole discretion of the University, the ITB Lead may conduct a review to determine if the apparent high scoring Bidder is responsible. As part of the responsibility review, the ITB Lead may require the apparent high scoring Bidder to provide financial reports to the satisfaction of the University, and may also seek references to the satisfaction of the University. Nothing herein shall prevent the University from using other means to determine


Bidder’s responsibility.

9.9 Bidder will be notified of the result of the solicitation process in writing. Written notification will be sent to the authorized signer designated on the signature page.

9.10 Evaluation CriteriaAudi Visual Integrator to purchase, install, integrate and maintain A/V equipment for the WorldMuseum.

Mandatory (M, ME) Submission Requirements Met Pass/Fail

Experience & Qualifications (ME) 400 points

References (ME) 300 points

Cost Sheet (ME) 300 points

Total Points 1000 points

Preferred-experience Bonus 100 points


APPENDIX A - Additional Special Terms and Conditions

1. Notwithstanding any other term in Boise State University Standard Contract Terms and Conditions, Boise State University Solicitation Instructions To Vendors, link found on Appendix A, State of Idaho Special Terms and Conditions for Customized Software and Related Services, link found on Appendix A, Special Terms and Conditions for Banking link found on Appendix A and or the Bidder’s Bid, the following warranties shall apply to the Contract. Bidder represents and warrants that:

1.1 Contractor has the full power and authority to enter into the Contract, grant the University any license offered in its bid, and has the full power and authority to grant to the University access to the System, and to produce all required functionality as specified in the Contract.

1.2 The System and required services are fit for the particular purpose of providing the requirements specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Furthermore, the Contractor warrants that the System is merchantable.

1.3 The System is compatible with the software, hardware, and telecommunications environment specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Incompatibility will include but not be limited to, the creation of errors in data, the loss of data, the inability to access data, and delays and stoppages in performance of work by the Contractor or the University arising from the System.

1.4 The System, in whole and in part, will operate within the defined hardware and telecommunications environments of the Contract and in accordance with the specifications of the Contract established by the University, and be free from defects during the term of the Contract.

1.5 If applicable the System will perform without the creation of errors in University data, the loss of University data, the inability to access University data, the inability to input University data, and delays and stoppages in performance due to data collection, data corruption, or loss.

1.6 Contractor shall repair or replace, within a commercially reasonable time unless otherwise specified in this Solicitation and at its sole cost and expense, any portion of the System failing to comply with the warranties granted in this section during the warranty period offered by Contractor. If the Contractor fails to repair or replace such portion of the System within the required time, the University may, in its sole discretion, act to repair or replace all or a portion of the System or re-perform the services and the Contractor shall reimburse the University for all costs incurred by the University to repair or replace the System or to re-perform the services.


1.7 Contractor will perform all services required pursuant to the Contract in a professional manner, and with high quality.

1.8 The System, in whole or in part, does not infringe upon an enforceable patent, copyright, trade secret, trademark or other proprietary right. The Contractor knows of no action or proceeding of any kind pending, or to its knowledge, threatened against, by or affecting it or the software used to provide the service or any documentation, which if decided, is adverse to the Contractor, and could adversely affect the Contractor’s ability to perform or complete its obligations under this Contract.

2. Boise State University’s registered trademarks, as well as other names, seals, logos, college colors and other indicia (“University Marks”) that are representative of the University may be used solely with permission of Boise State University. Notwithstanding the foregoing, the University logo may be used in the ITB response for illustrative purposes only. No use may be made of University Marks in any document which implies any association with or endorsement of the services of the Bidder or any other third party.

3. The University shall own and retain all rights to information, techniques, processes and data developed, documented, derived, stored, installed or furnished by the University under the Contract.

4. The Contractor and System must comply with all federal, state and local laws and regulations, statutes and codes. The System must comply with the federal, state and local laws and regulations governing the privacy and protection of educational records, including but not limited to the Family Education Rights and Privacy Act (FERPA).

5. The Contractor shall comply at all times with appropriate data security of information, as applicable, as defined by the Family Education Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

6. The Contractor warrants that at all times, for the term of the Contract, Contractor will comply with all posted and applicable, active Idaho Executive Orders link found on Appendix A. Contractor further warrants that at all times for the term of the Contract; Contractor’s offered property as defined by Idaho Code will comply with all applicable Idaho Technology Authority Standards link found on Appendix A if applicable.

7. If there is theft or misappropriation of the University’s confidential information which is due to the negligence or intentional misconduct of Contractor or due to the Contractor’s failure to comply with applicable provisions of HIPAA, FERPA or corresponding regulations, Bidder shall provide the University written notice of theft or misappropriation within 24 hours of when theft or misappropriation becomes known to Bidder. In the event of a breach of any of the Contractor’s data security obligations or other event requiring notification under applicable State and Federal law, the Contractor must assume total financial liability incurred by such breach and subsequent notifications. In addition the Contractor must assume responsibility to indemnify, hold harmless and defend Boise State University, its officials, and employees from and against any claims, damages, or other harm related to such theft or misappropriation. Boise State will have six (6) months from the date of receipt of written Notice from Bidder of the theft or misappropriation to provide written notice to the Bidder of its intent to terminate, and to


terminate, this Contract. If the University elects to terminate this Contract pursuant to this section, Bidder will have no right to cure the breach of this Contract in order to prevent Boise State from terminating the Contract.

8. Unless otherwise allowed by the University in this Contract, the Contractor shall not, without written approval from the University, enter into any subcontract relating to the performance of this Contract or any part thereof. Approval by the University of Contractor’s request to subcontract or acceptance of or payment for subcontracted work by the University shall not in any way relieve the Contractor of any responsibility under this Contract. The Contractor shall be and remain liable for all damages to the University caused by negligent performance or non-performance of work under the Contract by Contractor’s sub-contractor or its sub-contractor.


APPENDIX B - Helpful Links

1. Accessibility: https://www.boisestate.edu/policy/information-technology/policy-title-information-technology-accessibility/

2. Active Executive Orders: https://gov.idaho.gov/executive-orders/

3. Amendments:https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

4. Americans with Disabilities Act of 1990:https://www.ada.gov/ada_intro.htm

5. Appeals Process:https://vpfa.boisestate.edu/process/procurement/purchasingappealsprocess.pdf

6. Executive Order 2009-10:https://adminrules.idaho.gov/rules/2010/EXOOrders/

7. Financials NAICS/SIC Code:http://www.census.gov/cgi-bin/sssd/naics/naicsrch?chart=2007

8. HIPAA:https://aspe.hhs.gov/report/health-insurance-portability-and-accountability-act-1996

9. FERPA (20 U.S.C. 1232g) & corresponding regulations (Title 34, Subtitle A, Part 99): http://uscode.house.gov/view.xhtml?req=(title:20%20section:1232g%20edition:prelim)https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title34/34cfr99_main_02.tpl

10. Idaho Technology Standards:https://ita.idaho.gov/resources/

11. Insurance Requirements:http://rmi.boisestate.edu/wp-content/uploads/2014/11/CertificateInsRqmts_3rdParty.pdf

12. Purchasing Dept:https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

13. Rehabilitation Act of 1974:https://www2.ed.gov/policy/speced/reg/narrative.html

14. Solicitations:https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php


15. Solicitation Instructions to Vendors:https://vpfa.boisestate.edu/process/procurement/SolicitationInstructions.pdf

16. Special Banking Terms & Instructionshttps://purchasing.idaho.gov/wp-content/uploads/Terms_Conditions/special_terms_and_conditions_for_banking.pdf

17. Special Terms & Conditions for Customized Software & Related Services:http://purchasing.idaho.gov/wp-content/uploads/2019/01/Standard-Ts-and-Cs-for-OnPrem-Software-010819.pdf

18. Standard Contract Terms and Conditionshttps://vpfa.boisestate.edu/process/procurement/BoiseStateStandardTerms.pdf

19. System for Award Management (SAM) list of parties excluded from federal procurement and non-procurement programs:https://www.sam.gov/SAM/

20. Verification of Lawful Presence i n the United States t o Receive a State Benefit (Contract): https://purchasing.idaho.gov/wp-content/uploads/Terms_Conditions/verificaton_process.pdf


APPENDIX C - Submissions Checklist

Response checklist reminder—this checklist is not intended as a complete list of requirements toresponse to this ITB, but merely as a reminder of some of the required items. Failure to submitany of the following items or late submission of any of the following items may result indisqualification of your Bid. Mail your hard copy response to the buyer to be received by theclosing time and date as specified in Section 1.1.

✓ Bid received by due date stated in Section 1 or any subsequent amendment

✓ Signature Page with original handwritten signature (Attachment 1)

✓ One (1) original and three (3) copies attachments 4, 5, 6 & 7

✓ Electronic version of all documents submitted

✓ Redacted version / Trade Secrets (or note there are none)

✓ Cover Letter, signed original (See section 3.11)

✓ Proposed modifications to Terms and Conditions if applicable.

✓ Supplemental document or agreements

✓ Amendment Confirmation(s)

✓ References are to be submitted directly by References (See Attachment 3)


ATTACHMENT 1 - Signature Page

THIS PAGE MUST BE FILLED OUT, SIGNED AND RETURNED WITH BID. THIS SIGNATURE PAGE MAY NOT BE MODIFIED AND MUST BE SIGNED BY HAND. MODIFICATIONS TO THIS PAGE MAY DEEM THE ENTIRE BID

NON-RESPONSIVE AND NO FURTHER CONSIDERATION WILL BE GIVEN.

BY SUBMISSION OF THIS BID TO BOISE STATE UNIVERSITY, THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES, IF THIS BID IS ACCEPTED WITHIN A REASONABLE TIME FROM THE DATE OF CLOSING, AT THE PRICE SHOWN IN OUR BID AND UNDER ALL THE SPECIFICATIONS, TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE STATE UNIVERSITY’S ITB, AS MAY BE AMENDED PRIOR TO THE DATE HEREOF IN ACCORDANCE WITH THE TERMS OF THE SOLICITATION.

AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS BID FOR THE Bidder AND THE BID IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR CORPORATION MAKING A BID FOR THE SAME GOODS AND/OR SERVICES AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD.

NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR A BIDDER’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE RESPONSE TO THIS ITB OR ANY OTHER FAILURE BY THE Bidder TO CONSIDER THE TERMS AND CONDITIONS IN THE RESPONSE TO THE ITB.

ADDITIONAL OR SUPPLEMENTAL TERMS AND CONDITIONS MAY BE CONSIDERED FOLLOWING THE DATE HEREOF ONLY IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE SOLICITATION.

Failure to comply with these requirements may result in disqualification and your entire response being deemed non-responsive. Please complete the following information:

Bidder (Company Name)________________________________________________________________

ADDRESS_____________________________________________________________________________

CITY ____________________________ STATE __________________ ZIP CODE ____________________

TOLL-FREE #______________________________ PHONE #_____________________________________

EMAIL________________________________________________________________________________

FEDERAL TAX ID / SSN #__________________________________________________________________

SIGNATURE PAGE MUST BE HAND-SIGNED & RETURNED FOR BID TO BE CONSIDERED.

_________________________________________ ________________________________ Signature Date

_________________________________________ ________________________________ Please type or print name Title


ATTACHMENT 2 - Bidder Questions

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OFINTELLECTUAL PROPERTY IN YOUR QUESTIONS. ADD ROWS BY HITTING THE TAB KEY WHILEWITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions MUST be followed when submitting questions using the question format on the following page.

1. Questions must be received by the Deadline to Receive Questions noted in Section 1.1 of the ITB or will be rejected and not considered.

2. DO NOT CHANGE THE FORMAT OR FONT . Do not bold your questions or change the color of the font.

3. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

4. Do not enter text in column 5 (Response). This is for the University’s use only.

5. Once completed, this form is to be emailed per the instructions in the ITB. The email subject line is to state the ITB number followed by “Questions.”


KK19-159 A/V Integrator- World Museum for Boise State University

Bidder Questions are due by 5:00 PM MT, per the datelisted in Section 1.1 ITB Administrative Information.

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ATTACHMENT 3 - References & Questionnaire (M/E)

INSTRUCTIONS TO THE Bidder:

Bidders will be scored on three (3) completed reference questionnaires. If more than theminimum number are received, the first three (3) received will be scored. If fewer than theminimum number of references are received prior to the closing date, the Bidder will receive a zero (0) for all questions not scored and questionnaires not received. If multiple references arereceived from the same company only the first received will be accepted. Scores from reference questionnaires will be averaged.

The reference questionnaires must be from individuals, companies or agencies for whom the Bidder provided products or services that are similar in scope, cost and complexity to those

requested by this solicitation, and within the last 5 years from the posting date of this solicitation. References outside the requisite number of years and references determined by the University, in its sole discretion, to be not of a similar nature and scope to the products or services requested here will receive a score of zero (0). Determination of “similar” will be made by using the information provided by the reference in Section II General Information and any additional information provided by the reference, or otherwise obtained by the University. Only one (1) reference will be received/qualified per reference company. Boise State University may not be utilized as a reference.

REFERENCES MUST BE RECEIVED BY THE ITB LEAD (by email), DIRECTLY FROM THE REFERENCE, IN ORDER TO BE CONSIDERED.

1. Bidders must complete the following information on page 2 of the “Reference’s Response To” document before sending it to the Reference for response.

a. Print the name of your reference (company/organization) on the “REFERENCE NAME” line.

b. Print the name of your company/organization on the “Bidder NAME” line.

c. Be certain that the ITB Closing Date and Time in Instruction 5, on the following page, is correct.

2. Send the “Reference’s Response To” document to your references to complete.

NOTE: It is the Bidders responsibility to follow up with their references to ensure timely receiptof all questionnaires. Bidders may email the ITB Lead prior to the ITB closing date to verify receipt of references.


REFERENCE QUESTIONNAIRE

REFERENCE’S RESPONSE TO:ITB Number: KK19-159ITB Title: World Museum

REFERENCE NAME (Company/Organization):_________________________________________________

Bidder (Vendor) NAME (Company/Organization): _______________________________ has submitted a bid to Boise State University to provide the following services: A/V Integrator for the World Museum. We’ve chosen you as one of our references.

INSTRUCTIONS 1. Complete Section I. GENERAL INFORMATION (This section will be used to determine the

similarity of the reference’s system to the proposed solution.)

2. Complete Section II. RATING using the Rating Scale provided.

3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document.(Reference documents must include an actual signature.)

4. Email THIS PAGE and your completed reference document, Sections I through III to:

ITB Lead: Kristen KingEmail: [email protected]

5. This completed document MUST be received by DATE at 5 p.m. (Mountain Time). Reference\documents received after this time will not be considered. References received without a signature will not be accepted.

6. Do NOT return this document to the Bidder (Vendor).

7. In addition to this document, the University may contact references by phone or email forfurther clarification if desired.


Section I. GENERAL INFORMATION

1. Please include a brief description of the services provided by this vendor:

2. During what time period did the vendor provide these services for your business?

Month:_________ Year:_________ to Month:_________ Year:_________

3. Approximate annual worth of your contract with this vendor: _____________________________

Section II. RATING

Using the Rating Scale provided below, rate the following numbered items by circling the appropriate number for each item:

Rating Scale Category ScorePoor or Inadequate Performance 0Below Average 1 – 3Average 4 – 6Above Average 7 - 9Excellent 10

Circle ONE number for each of the following numbered items:

1. Rate the overall quality of the vendor’s installation and integration services (stability, reliability, robust functionality, etc.):

10 9 8 7 6 5 4 3 2 1 0

2. Rate the overall quality of the vendor’s implementation services:

10 9 8 7 6 5 4 3 2 1 0

3. Rate how well the agreed upon, planned installation and implementation schedule was consistently met and deliverables provided on time by the vendor. (This pertains to delays under the control of the vendor):

10 9 8 7 6 5 4 3 2 1 0


4. Rate the overall quality of the vendor’s support resources (user/admin, training, documentation, help desk, etc.):

10 9 8 7 6 5 4 3 2 1 0

5. Rate the vendor’s overall quality of installation and attention to detail.

10 9 8 7 6 5 4 3 2 1 0

6. Rate the knowledge of the vendor’s assigned staff and their ability to quickly and thoroughly resolve a product/system technical and/or performance issue:

10 9 8 7 6 5 4 3 2 1 0

7. Rate the vendor’s flexibility in meeting business requirements and/or responding to owner requested changes:

10 9 8 7 6 5 4 3 2 1 0

8. Rate the likelihood of your company/organization recommending this vendor to others in the future:

10 9 8 7 6 5 4 3 2 1 0

9. Please provide comments/additional details to inform any of the above ratings:


Section II. ACKNOWLEDGEMENT

I affirm to the best of my knowledge that the information I provided is true, correct, and factual:

____________________________________ ________________________________Signature of Reference Date

____________________________________ ________________________________Print Name Title

____________________________________ ________________________________Phone Number Email Address


ATTACHMENT 4 - Experience & Qualifications (ME)

(ME) Experience Bidder must describe in detail your knowledge and experience in providing services similar tothose required in this ITB, see requirements below. Your response must be labeled “Attachment 4 - Experience & Qualifications”

1. Include business history, description of current service area, and current customer base. 2. Specifically, include experience with at least 3 projects of similar scope, size and cost completed

within the past 5 years.3. (M) AV contractor must have full time employees on staff that meet the following listed ‐

qualifications. You must confirm in your response that you have full-time employees on staff with the following qualifications:

a. AVIXA CTS I or certified BICSI Technician‐b. AVIXA CTS D or RCDD‐c. QSC Q SYS Level Two Certified Programmer‐d. SMAART Certified Operatore. Dante Level 2 Certificationf. Crestron Certified Programmerg. Crestron DM NVX N Networking Certification‐ ‐

(E) Preferred-experience Bonus You must confirm in your response if you have full-time employees with the following qualifications:

1. PMI Project Management Professional (PMP) or BICSI RTPM2. Network programming certification of CCNA or higher

(ME) QualificationsDescribe your qualifications for successfully completing the requirements of the ITB, to include your experience with other projects of similar size, scope and complexity. To demonstrate your respective qualifications, the following must be included in your response, see attachment 8.

(ME) Staffing Plan - Bidders should provide a detailed staffing plan with a chart showing all technical and functional roles that will be provided by the respondent to carry out the work of the ensuing contract. Bidders should also provide a plan of technical and functional roles and an estimate of total hours that need to be provided by Boise State. Bidders should explain how the workflow will occur using the staffing plan based on the requirements of this ITB.

(ME) Escalation Plan - Bidder must provide an Escalation Plan describing the response time and escalation procedure. The Escalation Plan must provide the name(s) of the personnel who will handle the escalation process for the resulting Contract. Upon award, the University may require an Escalation plan including name, title/position, contact phone, fax and email.


(ME) Project Management Plan - Provide a Project Schedule that includes criteria listed in Section 3.7, Project Management Plan, above. Ability to deliver and complete installation as requested will likely be a component of the award.

(ME) References For evaluation purposes, using Attachment 3, “References,” provide three (3) completed, written professional references. References should be similar to cost, scope and complexity of this project. Bidders must follow the instructions in Attachment 3, “References,” to obtain those references. Bidders may email the ITB Lead prior to the reference submittal deadline to verify receipt of references.

Responsibility Note

At the sole discretion of the University, the ITB Lead may conduct a review to determine if the apparent high point Bidder is responsible. As part of the responsibility review, the ITB Lead may require the apparent high point Bidder to provide financial reports to the satisfaction of the University, and may also seek references to the satisfaction of the University. Nothing herein shall prevent the University from using other means to determine Bidder’s responsibility.


ATTACHMENT 5 - Cost Sheet (M/E)

Part 1. Cost SheetThe completion and submission of this Cost Sheet is mandatory. No other proposer suppliedpricing shall be evaluated for award. No other proposer supplied pricing shall constitute the pricing for any resulting Agreement. Do not submit “quotes” in any other form. Your response must be labeled “Attachment 5 - Cost Sheet”

Company Name:

Equipment Costs (see attachment 7)

Two (2) year system warranty & technical support & maintenance

One (1) year workmanship warranty

Total Project Cost: Firm (fixed & fully burdened) Contract Amount (including training, installation, equipment, subcontract work (Glazier and specialty fabricator) warranty, implementation, freight, travel, etc.)

Named Glazier sub-contractor. Must include Company Name, contact person, phone and email.

Named Specialty Fabricator sub-contractor. Must include Company Name, contact person, phone and email.

Estimated # weeks for Implementation, including all associated activities.

Part 2. Billing Procedure:

The invoice must include, but not be limited to:1. Contract/PO number.

2. Total amount billed for the billing period.

3. All services and/or products as identified in the Project Plan.

4. Invoices are to be sent to Nan Selland - [email protected]


ATTACHMENT 6 - Support/Warranty

The completion and submission of this Support/Warranty document is mandatory. YourResponse must be labeled “Attachment 6 - Support/Warranty”.

1. Bidder must describe in detail the one-year workmanship warranty included in the Total Project Cost. This warranty must cover all defects in materials and workmanship.

2. Bidder must describe in detail the two-year system warranty as part of the Total Project Cost. Included in this warranty and support, the AV Integrator shall provide (4) four preventative maintenance (PM) visits to be completed at no cost while under this warranty. Preventative maintenance will include, but not exclusive to projector alignment and interface fine tuning as needed.

3. AV Integrator, or it’s approved subcontractor, shall provide support for critical issues within four (4) virtually or physically, from the time of notification of University. Additionally, AV Integrator agrees to respond within one (1) business day for all other issues and questions.

4. Costs for all warranties, as described above, must be included in Cost Sheet (Attachment 5).
