rli no. r1008001r1 addendum no - broward county, florida · rli no. r1008001r1 addendum no.1...

RLI No. R1008001R1 Addendum No.2

Addendum Form 3 02/23/2012

PURCHASING DIVISION BOARD OF COUNTY COMMISSIONERS

BROWARD COUNTY, FLORIDA

Audio Visual Systems Upgrade for Commission Chamber and Room 430 ADDENDUM NO. 2

DATE OF ADDENDUM: April 24, 2012

ATTENTION ALL POTENTIAL PROPOSERS:

Information included in this Addendum is for clarification purposes. This Addendum SHOULD

be acknowledged by returning a signed and dated document with your proposal. TO ALL PROSPECTIVE PROPOSERS - PLEASE NOTE THE FOLLOWING CHANGES AND CLARIFICATIONS: 1. The opening date has been extended to 5 PM on Monday, May 7, 2012.

2. The project completion schedule/timeline will be subject to negotiation.

Note: The only available listing of existing equipment can be found in Addendum 1. Clarification requests regarding the project may be directed to Leslie Stout, the Project Manager [email protected] Clarification requests regarding the process/RLI may be directed to Mitch Cohen, Purchasing Agent – Negotiator [email protected]

All other terms, conditions and specifications remain unchanged for this RLI. NAME OF COMPANY: _________________________________________________ SIGNATURE: ___________________________________________ DATE: ___________________

mailto:[email protected]




PURCHASING DIVISION BOARD OF COUNTY COMMISSIONERS

BROWARD COUNTY, FLORIDA

Audio Visual Systems Upgrade for Commission Chamber and Room 430 ADDENDUM NO. 1

DATE OF ADDENDUM: April 13, 2012

ATTENTION ALL POTENTIAL PROPOSERS:

Information included in this Addendum is for clarification purposes. This Addendum SHOULD

be acknowledged by returning a signed and dated document with your proposal. TO ALL PROSPECTIVE PROPOSERS - PLEASE NOTE THE FOLLOWING CHANGES AND CLARIFICATIONS: 1. Attached are the responses to questions raised at the pre-submittal meeting that was held on

April 10, 2012. No additional questions will be responded to. Clarifications requests regarding the project may be directed to Leslie Stout, the Project Manager [email protected] Clarification requests regarding the process/RLI may be directed to Mitch Cohen, Purchasing Agent – Negotiator [email protected]

2. Also Attached is the only available listing of equipment.

All other terms, conditions and specifications remain unchanged for this RLI. NAME OF COMPANY: _________________________________________________ SIGNATURE: ___________________________________________ DATE: ___________________





Pre-Submittal Meeting Q&A RLI: R1008001R1

Audio Visual Systems Upgrade for Commission Chambers and Room 430 April 10, 2012

Room 430

Q: How many speakers in the room are connected to the equipment in the audio corner cabinet? A: There are 10 speakers connected to the equipment, 2 wall-mounted speakers and 8 ceiling speakers. Q: Is it necessary for the audience, sitting in the room, to view the projected image? A: It would be useful for the audience to view the image. The layout of the room is up for redesign. Q: What is the use for the choir mic in the center of the ceiling? A: It acts as a border/backup mic. It was one of the first microphones in the room. Q: Where are the cameras controlled from? A: They are controlled from Control Room 2. The audio volume in the room can’t be controlled remotely. Staff has to come to the room to adjust the audio. Q: Is there a network connect from this room to the other control? A: There is no network connection, only audio/video signals go to Control Room 2. There is no Cat 5 cable, but there is WiFi available in the room. The audio/video system is not connected to the County’s network. Q: Is the audio corner cabinetry up for suggestions with new racks or furnishings? A: We are open to a new design for this room. We do not have any media hookup in this room. It was never designed as a professional meeting room. There are problems with conference calls during meetings. There are loose wires under the tables that are covered with a wire cover in the pathway where we walk. We don’t want to see the wires. We are up for any suggestions, including permanently mounted microphones. Q: Are there AutoCAD drawings for these rooms? Are there any electrical schematics for the rooms? A: There are no AutoCAD drawings, but there are diagrams in Exhibit 1 of the RLI. One of the project deliverables is a schematic of how everything is connected. There are no update-to-date electrical drawings for Room 430 and the Commission Chamber. However, all electrical outlets in both rooms are tagged with a panel and circuit number for easy reference. Q: To eliminate these cable runs, are you looking to us to trench the floor? Is that something for Facilities to do or one of us? You currently have electrical and Internet wiring running over to the tables; is trenching something Facilities can do? Can we do core drilling in this room?



A: Vendor is to provide turnkey solution. Alternatives to trenching and core drilling would need to be evaluated as part of design. X-raying of slab would be required prior to any core drilling or trenching. Q: Has there been a budget set for this project? Is the budget amount a firm price? A: The budget for the project is around $250,000. It is going to be based on negotiations after a firm has been selected. Q: Is the Polycom unit (portable video conference equipment) part of the project? A: It is not part of the project. Q: Where do we find the standard terms and conditions for the contract? A: In the RLI, on page 22, Question #1, there is a link to Purchasing’s website and the standard terms and conditions.

Room 430 continued Q: Can we access the State Contract for equipment purchases? A: After a firm has been selected and we negotiate the contract for the services, we will look at the best options for procurement. It depends whether the State Contracts are available or not, and if it is in the County’s best interest. We will determine that when negotiating. Q: What is the availability of the room before June 26 to come in and assess the project? A: Once we have selected a firm, they will have an opportunity to further access the meeting rooms. We can reserve the room for your assessment. Q: When do you think you will make a final selection? A: The selection will be made on June 1. The selection will be made based on the criteria in the RLI. Q: The speakers in the hallway outside the Commission Chambers (Room 422), are they throughout the building or in a limited area? A: The speakers in the hallway and in the County Administrators office area are part of the project. The speakers receive the audio output from the Commission Chambers and in Room 430. Q: Please clarify on the inputs for the projection system in Room 430 and in the Commission Chamber. A: Room 430, has laptop connecting inputs on two walls and another from the VCR in the audio cabinet. In the Commission Chamber, a laptop can connect to the projection system from the main floor cabinet and on the left side of the dais. For an embedded video in a PowerPoint presentation on the laptop, we currently have to connect external speakers to the laptop and mic the speakers for it to go through the sound system. Q: Are desktop computers used in the Chamber? A: No. Laptops are used on the dias. Monitors are recessed. A laptop is used by presenters.

Commission Chambers (Room 422)

Q: Is the plan to get rid of the dome above the dais area to get rid of the echo?



A: No architectural changes are anticipated to the dais area, but we are open to hearing other alternatives that you may present. Q: Are we to submit a plan or drawing with the RLI submission? A: The Evaluation Criteria listed in the RLI will be used to select a vendor. We do not expect you to submit a design for consideration by the Selection Committee. That will be a deliverable for whoever is awarded a contract.

Commission Chambers (Room 422) continued Q: You are broadcasting and recording in SD, do you have any plans to upgrade to HD? A: That is up to the selected vendor regarding a solution. Please take into consideration that the feed going out to Comcast is not HD. Q: Is there conduit that runs from the main floor of the Commission Chamber to Control Room 1? A: Yes. Q: What’s the reason the Comcast laser is down in the Main Floor Cabinet, rather than in Control Room 1? A: That’s the way it was designed many years ago. Q: Are the Room 430 broadcasts operated from Control Room 2? If so, how is that working out for you? A: Yes, broadcasts come from Control Room 2 then route to Control Room 1. Audio that is webcast or cablecast can be regulated up/down from Control Room 2. However, individual microphone audio levels are controlled from Room 430. We are hoping for an integrated solution to control the overall audio (including individual microphone levels) and video from a central location.

2009 PUBLIC COMMUNICATIONS MEDIA SERVICES INVENTORYWHAT MODEL # QTYROOM 422Panasonic DVD Player 80GB HDD DMR-EH75V 1Panasonic DVD Recorder DMR-ES35V 2Extron A/V Transmitter MTPT AV AAP 1Polycom VS4000 Conference System VS4000 1Panasonic 13" Broadcast Monitor CT1387VYD 9Samsung 15" LCD TV LTP1545 1Soundmate Assitive Listening Transmitter ST200 1Telex Wireless Microphone System FMR 70 2Shure Wireless Diversity Receiver SLX 4 1Shure UHF Bodypack Transmitter VT 1 1AMX Control System AXB-232++ 1Center AP800 Digital AV Conference Mixer AP800 1TOA 500 Series Power Amp A-512A 1Shure Digital Signal Processor DFR11EQ 1Kramer DA VM-1110 1TOA Power Amp BG-10 1Apollo Presentation Remote TA 33062 1Extron Composite Video DA CVDA6MX 1Altec Lansing Power Amp 1415A 1Middle Atlantic 22" Rack MRK4027 1Tripplite Powerline Stabilizer LS600 1Panasonic Hub Multiplexer AW-HB505 1Panasonic Power Supply AW-PS300 2Extron SW6AV Switcher SW6AV 2Extron Composite Video Switcher SW6CVMX 1APC Surge Protector XL2200 1Tripplite 4 outlet 600w Voltage Regulator LS604 1RDL Video DA RV-VDA4 1XLR Audio DA (Whirlwind Audio) DA-2 1Perma Power Surge Suppressor RT610 1Hotronic TBC/Frame Sync AP41-SF 1Kramer A/V DA VM-6NS 16 Outlet Surge Suppressor - Data Shield S-100 6Panasonic 9" Color Monitor BT-5901YN 1Extron Wideband Matrix Switcher 300-84HV 1Extron Realtime Scan Converter Super Emotia II6X 1Extron High Resolution Scan Converter Loncia XI 1Extron RGBS DA ADA 3180 1Extron RGBS High Band DA ADA4300MXHV 2Extron Analog Computer Interface RGB 120p 1Extron VSC 100 Hi Res Comp to Video Scanner 60-273-02 1Westinghouse 32" Color TV HD LCD 5060J73006016 1Casablanca Editor - Prestige V3 309359-1 1Middle Atlantic 26" Rack WR4432 1Marshall Monitors - 4" V-R44P 4Marsahll Monitor - 9" V-R84P-SDI 1Symetrix Sound Leveler 421M AGC 1Anchor Speaker AN 1000X 1Crown Power Amplifier (asset#253653) 210 1

RLI No. R1008001R1

Addendum No.1

2009 PUBLIC COMMUNICATIONS MEDIA SERVICES INVENTORYWHAT MODEL # QTYROOM 422Booadcast CC Encoder/Decoder (asset#253657) EN470 1NEC 29"Color TV (asset#244785) MX-29 1Axcents2 AMX Integrated Access System (#244792) AXCENT2 1Elmo Visual Presenter (asset#244796) EV-400 1Elmo Slide Projector (asset#244797) TRV35H 1Extron Mav 8x8 Matrix Switcher (asset#248755) ER9347A 1Proxima LCD Projector with Lens (asset#258658) 9240 1NEC 42" Plasma Monitor (asset#258660) 42MPI 1Extron ADA 300MXHV Amplifier (asset#259664 EXT6021302 1AMX Tilt Screen Controller (asset#244784) AXTEL0697 12 extron converters purchased look up valueMackie 24 CH Mixing Console (asset#253652) SR244 1Back-up Debate Clock BRG Precision Produc 1 added 2/09Panasonic Video Camera PANAWE300 PANAWE300 4Asset#'s 258662,259668,258661,262192Panasonic Video Control Panel (asset#259665) AWRP505P 1MX Pro Digital Camera Mixer (asset#259666) MX300NTSC 1Crown Sound Mixer (asset#253656) COM TECH 210 1CHYTV-USB (asset#295100) V-1 1 disposed 8/10ROOM 430Polycom Conference Telephone 12407653 & 10124675 Soundstation Ex 2Wireless Microphones Shure SM58 60204024 to 52 12Wireless Microphone Telex HT200 8521 1Wireless Microphone Telex HT200 8720 1Wireless Microphone Telex HT200 8686 1Wireless Microphone Receivers Shure-ULXS4 Shure ULXS4 12Wireless Microphone Receivers Telex FMR-70 Telex FMR-70 3Soundmate Hearing Aid SR-50 2Soundmate Hearing Aid Transmitter ST-200 1Sharp VCR XA-610 1Magnavox TV Set 25S 101-00DD 18 Channel Microphone Mixer Shure SCM800 992913306 18 Channel Microphone Mixer Shure SCM800 Shure SCM800 1Digital EQ and Feedback Reducer Shure DFR 11EQ 12 door Custom Cabinet Stack-on 1Sharp Notevision Projector XG-C55X 1Panasonic Video Camera PANAWE300 A4TVA0023&0024 2Editrol 4 channel Video Mixer PES400/ZW73500 1 addedENG EQUIPMENTPanasonic Video Camera (asset#298768) AG-HVX200 1Panasonic Video Cameras (#298767 &298769) AG-DVX100B 216gb P2 Card for cameras None 1Firestore HD 100gb for cameras (asset#298771) 27024 1Arri Softbank Light Kit (asset#298770) 571984 1Sony UWP Series ENG Dual Deluxe Kit Mic set UWP Series 2JVC 3 in 1 Video Recorder (asset#298774) SR- DVM700US 1DVS Direct Tricaster PRO Mob Broad Syst (298772) DVS Direct 1Panasonic HVX Battery Charger 1Panasonic HVX200 6000 Ah Li-on Battery 1

RLI No. R1008001R1

Addendum No.1

2009 PUBLIC COMMUNICATIONS MEDIA SERVICES INVENTORYWHAT MODEL # QTYROOM 422VZ Stealth Varizoom controller PZFI 3Smith-Victor Propd III Tripod Propod III 3DV Caddie Combo Kit DVCA-CK1 1Pelican Protector Case with Foam 3Software for ENG Equipment 1Rapidrun Cables for ENG Equipment 102Audio Cables for ENG Equipment 18TOTAL

RLI No. R1008001R1

Addendum No.1

Need Location of this equipmentBroadcast Pix Switcher - Slate 1000GA need serial # need tag 1Compu-Video Sync & Test Generator - Rack Mounted SVR - 7000ARM need serial # need tag 1Kramer Analog to SDI Converters 7508 need serial # 5

need serial #need serial #need serial #need serial #

Rane AVA 22sBroadcast Audio Delay need serial # 1Leightronix Nexus 24/7 Video Automation System Server need serial # need tag 1USB HardDrive fro NEXUS & Ultra NEXUS 1tb need serial # need tag 1Samsung 37" Flat Panel LCD HDTV need serial # 1NEC 32" Multisync LCD3215 Monitor need serial # 1Primera Bravo SE Multiple Disc Publisher need serial # need tag 1EEG EN470 Smart Encoder III need serial # need tag 1Extron DA 6AV EQ - six output need serial # 1Extron SW 6AV - six input, dual output need serial # 1Extron MAV Plus 88 SV need serial # need tag 1Extron CrossPoint Ultra 128 HV 12 x 8 Switcher need serial # need tag 1Extron VSC 500 Scan Converter need serial # need tag 1Extron IN1508 8 input Scaling Presentation Switcher need serial # need tag 2

need serial # need tagExtron VSC700 Comp to Video Scan Converter/Genlock need serial # need tag 1Extron IN3254 Four Output distribution Amp need serial # 1Extron DA4-RBGHV 4 Output Wideband Dist Amp need serial # 2

need serial #Extron MTPT AV AAP MPT need serial # 2

need serial #NIP Hotronic AP41-SF need serial # need tag 1Kramer VM-5ARII 1:5 Composite Video & Audio DA need serial # 1Beyerdynamic SHM 214A 16" Microphones need serial # need tag 1NIP ProFire Lightbridge need serial # 1NIP Octane Preamp - 8 channel amplifier need serial # 4

need serial #need serial #need serial #

NIP Pro Tools M-Power 7.3 software for Windows XP 1NIP Optical Cables 6.6' TOSlink/Optical S/PDIF/Lightpipe 412' M-Gear Firewire cable 1NIP Sabine PMR-GP1-18 Phantom Mic Rider need serial # 14

need serial #need serial #need serial #need serial #need serial #

Commission Chambers PO#PI020210*6 rec'd 5/3/2010 $80,174.80

RLI No. R1008001R1

Addendum No.1

need serial #need serial #need serial #need serial #need serial #need serial #need serial #need serial #

NIP Sabine PMR-HH1 Phantom Mic Rider need serial # 2need serial #

Shure M367 6-input Portable Microphone Mixer need serial # 2need serial #

Shure ULXP24/SM86 UL2X Handheld Transmitter with SM86 Microphone need serial # 7

need serial #

need serial #need serial #need serial #need serial #

Monster Cable Power Center HTS3600 need serial # 6need serial #need serial #need serial #need serial #need serial #

Need Location of this equipmentPanasonic AW-E350 1/3 inch CCD Convertible Camera need serial # need asset tag 1Panasonic Indoor pan, tilt head AW-PH360N need serial # need asset tag 1Ceiling Mounting Hardware for pan/tilt head 1Panasonic zoom lens Fujinon AW-LZ16MD55 16x Studio need serial # 1Panasonic Studio Card AW-PB-305A Output: RGB,Y/Pr/Pb, Y/C,VBS need serial # need asset tag 1Panasonic Studio Card AW-PB506A SDI output: SMPTE259M compatible need serial # 1Panasonic A/C Adaptor AW-PS300A need serial # 1Panasonic Power Supply - AW-PS510AN need serial # 1Misc Cables, connectors etc to integrate above items 1NEC NP500WS Projector & Hardware need serial # need asset tag 1Da-Lite Da-Tex 95568V(Rear) Cinema Contour Screen need serial # need asset tag 1Da-Lite Pro-Trim Frame Covering 1Extron Adaptor 26-493-01 SY VGAM-RGB-HVF pigtail 1NEC 42" LCD 4215 and hardware need serial # need asset tag 1Chief MCS-6241 Articulating Retractable Mount & hardware need serial # 1


RLI No. R1008001R1

Addendum No.1

Need Location of this equipment

Panasonic Multi hybrid Camera Remote Control PANAWRP555N L9A0008Z 307255 1PANAWPS510AN Power Supply for Remote Control A0A0018Z 1

PANAWPH360N Pan Tilt Head B0A0011S

not tagged located in ceiling so not scannable per Bob Cantor 1

PANAWPS300A Power Supply for Pan/Tilt head A0A0013Z 1PANAWRS422/232 Panasonic RS422 to R@232 Adapter none 1PANAWRC400N Panasonic Component Cable Compensation Device G9A00047 307256 1PANAWPS510 Power Supply A0A001Z 1PANAWCA50A15 Panasonic 50 pin to 15 pin cable none 1PANAWCA50T29 50 pin to 29 pin cable none 1PANAWCA50T15 Panasonic 50 pin to15 pin adaptor cable none 1


RLI No. R1008001R1

Addendum No.1

Broward County Purchasing Division

115 S. Andrews Avenue, Room 212 Fort Lauderdale, FL 33301

(954) 357-6065 FAX (954) 357-8535

Page 2 of 47 Rev 3.23.12

Table of Contents Procurement Authority ...................................................................................................................... 4 Scope of Service ................................................................................................................................ 5 Submittal Instructions ....................................................................................................................... 5

Pre-Submittal Conference ................................................................................................................ 6 Required Forms ............................................................................................................................... 7 For Additional Project Information Contact ....................................................................................... 8

Selection Process .............................................................................................................................. 8 Review Responses .......................................................................................................................... 8 Short Listing ..................................................................................................................................... 8 Cone of Silence ............................................................................................................................... 9 Demonstrations................................................................................................................................ 9 Pricing ............................................................................................................................................. 9 Public Art and Design Program ........................................................................................................ 9 Presentations/Interviews/Ranking .................................................................................................. 10 Negotiation and Award................................................................................................................... 10 Posting of Solicitation and Proposed Contract Awards................................................................... 10 Vendor Protest ............................................................................................................................... 10 Rejection of Responses ................................................................................................................. 11 Public Records and Exemptions .................................................................................................... 11 Copyrighted Materials .................................................................................................................... 12 Right of Appeal .............................................................................................................................. 12 Projected Schedule ........................................................................................................................ 12

Responsiveness Criteria ................................................................................................................. 13 Definition of a Responsive Bidder: ................................................................................................. 13

1. Office of Economic and Small Business Development Program ....................................... 13 2. Domestic Partnership Act ................................................................................................. 14 3. Joint Venture Enterprises ................................................................................................. 14 4. Licensing Requirement .................................................................................................... 14

Responsibility Criteria ..................................................................................................................... 15 Definition of Responsible Bidder .................................................................................................... 15

1. Financial Information ........................................................................................................ 15 2. Litigation History .............................................................................................................. 15 Employment Verification Program (E-Verify) .............................................................................. 16

Evaluation Criteria ........................................................................................................................... 17 Project-Specific Criteria ................................................................................................................. 17 Company Profile ............................................................................................................................ 18 Legal Requirements ....................................................................................................................... 22 Tiebreaker Criteria ......................................................................................................................... 26

Required Forms to be Returned ..................................................................................................... 28 Attachment “E” - Vendor’s List (Non-Certified Subcontractors and Suppliers Information) .... Error! Bookmark not defined. Attachment “G” - Domestic Partnership Certification .................................................................... 29 Attachment “H” - Lobbyist Registration – Certification .................................................................. 30



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Page 3 of 47 Rev 3.23.12

Attachment “J” - Litigation History ................................................................................................ 31 Attachment “K” - Insurance Requirements ................................................................................... 32 Attachment “L” - Cone of Silence Certification.............................................................................. 33 Attachment “N” - Drug Free Workplace Policy Certification .......................................................... 34 Attachment “O” - Non-Collusion Statement Form ......................................................................... 35 Attachment “Q” - Local Vendor Certification ................................................................................. 36 Attachment “R” - Volume of Work Over Five Years ...................................................................... 37 Attachment “S” - Proposer License(s) 39

Exhibits ............................................................................................................................................ 39 Exhibit “1” - Staff Analysis of Current Operations, AV Configurations and Known Issues ............. 40

Balance of page intentionally left blank.



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Request for Letters of Interest (RLI) RLI Number: R1008001R1

RLI Name: Audio and Video Systems Upgrade for the Commission Chambers and Room 430

Procurement Authority Unchecked boxes do not apply to this solicitation.

Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Letters of Interest for consideration to provide services on the following project:

Standard Request for Letters of Interest

Construction General Contractor: Two-Step Process - (Step 1) Issue RLI to Short list firms - (Step 2) Issue Invitation for Bids to Shortlisted firms to obtain bids

Establish Library of Firms for Services

Pursuant to the Broward County Procurement Code, the Broward County Commission invites qualified firms to submit Letters of Interest for consideration to provide Construction Manager at Risk Services on the following project.

Standard Construction Manager at Risk

Construction Manager at Risk (Modified): Two Step Process - (Step 1) Issue RLI to Short list firms (Step 2) Issue Invitation for Bids to Shortlisted firms to obtain bids

Pursuant to Florida Statutes, Chapter 287.055 (Consultants Competitive Negotiations Act), the Broward County Commission invites qualified firms to submit Letters of Interest for consideration to provide Professional Consulting Services on the following project.

Non-Continuing Contract: (Check only one box)

Professional services needed for a construction project where the construction costs exceed $ 325,000

Professional services needed for a planning or study activity where the fee for the professional services exceed $ 35,000

Continuing Contract :( Check only one box)

Professional services needed for projects in which construction costs do not to exceed $2 million

Professional services needed for study activities when the fee for such professional service does not exceed $ 200,000

Professional services needed for work of a specified nature

Design-Build: (Check only one box)



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Qualification - Based with a Guaranteed Maximum Price and a Guaranteed Completion Date

Two-Step process - (Step 1) Issue RLI to Short list firms - (Step 2) Issue Request for Proposals or Invitation for Bid to Shortlisted firms to obtain proposals

Scope of Service Broward County seeks system engineering services to improve the overall quality of audio and video systems in the Governmental Center Commission Chambers and Room 430. The selected firm will be expected to provide a turnkey solution for the audio and video systems upgrade. Scope of services includes: provide overall management for the project; design an integrated audio and video system solution with detailed system flow chart; acquire and install new technology; obtain needed permits; test and train on system operation. Solution will incorporate as much of the existing systems as possible while adding new technology to streamline flow and enhance audio and video performance. Current functionality for both meeting locations includes: cablecast and webcast of live meetings; separate audio and video distribution systems; projection systems; and teleconferencing. New functionality includes fully integrated audio/video system with centralized control from an existing control room, an efficient, high performance sound system to manage meeting room microphones, podium speakers, and ceiling speakers, and functionality to accommodate new technology for meeting room presentations.

See Exhibit “1” Staff Analysis Of Current Operations, A/V Configuations And Known Issues

NOTE: The proposer, or a member of the proposers team, must have at least one of the following State of Florida(Certified) or Broward County(Registered) Licenses:

Electrical Contractor or Limited Energy Specialty Contractor

Submittal Instructions Unchecked boxes do not apply to this solicitation.

Only interested firms from the Sheltered Market may respond to this solicitation.

This solicitation is open to the general marketplace. Interested firms may supply requested information in the “Evaluation Criteria” section by typing right into the document using Microsoft Word. Firms may also prepare responses and any requested ancillary forms using other means but following the same order as presented herein.

Submit eight (8) CDs, containing the following files: CD or DVD discs included in the submittal must be finalized or closed so that no changes can be made to the contents of the discs. IT IS IMPORTANT THAT EACH CD BE LABELED WITH THE COMPANY NAME, RLI NUMBER AND TITLE, AND THEN PLACED IN AN INDIVIDUAL DISC ENVELOPE.



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Page 6 of 47 Rev 3.23.12

1. A single PDF file that contains your entire response with each page of the response in the order as presented in the RFP/RLI document, including any attachments.

2. Responses to the Evaluation Criteria questions are to be provided in the following formats: a. Microsoft Word for any typed responses. b. Microsoft Excel for any spreadsheets

Submit four (4) total printed copies (hard copies) of your response. It is the responsibility of each firm to assure that the information submitted in both its written response and CDs are consistent and accurate. If there is a discrepancy, the information provided in the written response shall govern. This is of particular importance in the implementation of the County's tiebreaker criteria. As set forth in Section 21.31.d of the Procurement Code, the tiebreaker criteria shall be applied based upon the information provided in the firm's response to the solicitation. Therefore, in order to receive credit for any tiebreaker criterion, complete and accurate information must be contained in the written submittal.

Pre-Submittal Conference

While attendance at the Pre-Submittal Conference and Tour is optional potential proposers are encouraged to participate. This information session presents an opportunity for proposers to clarify any concerns regarding the solicitation requirements. The proposer is cautioned that, although the Pre-submittal Conference is optional, no modification or any changes will be allowed in the pricing because of the failure of the proposer(s) to have attended the conference.

Pre-Submittal Conference and Facility Tour DATE: April 10, 2012 TIME: 2:00 PM LOCATION: Room 430 Governmental Center 115 S Andrews Avenue Fort Lauderdale, FL 33301

The meeting will begin, at 2:00 PM in Room 430 for an introduction and overview of the RLI. Immediately foolowing the introduction and overview, a tour of the Commission Chambers and the Control Room will commence. At the conclusion of the tour, attendees will return to room 430 for a question and answer period. Potential proposers are strongly encouraged to attend.

NOTE: THIS WILL BE THE ONLY OPPORTUNITY FOR PROPOSERS TO VIEW THE FACILITIES AND ASK QUESTIONS



(954) 357-6065 FAX (954) 357-8535

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Required Forms This Request for Letter of Interest requires the following CHECKED forms to be returned: (Please initial each Attachment being returned) Documents submitted to satisfy responsiveness requirement(s) indicated with an (R) must be attached to the RLI submittal and returned at the time of the opening deadline.

Verification of return (Please Initial)

Attachment A Bidders Opportunity List Removed – Not Included

Attachment B Letter of Intent (CBE) (R) Removed – Not Included Attachment C Schedule of (CBE) Participation (R) Removed – Not Included Attachment D CBE Unavailability Report (R) Removed – Not Included Attachment E Vendor’s List (Non-Certified Subcontractors and Removed – Not Included Suppliers Information) Attachment F Contractors Assurance Statement Removed – Not Included

Attachment G Domestic Partnership Certification (R) _________________ Attachment H Lobbyist Registration – Certification _________________

Attachment I Employment Eligibility Verification Program Contractor Certification Removed – Not Included

Attachment J Litigation History _________________ Attachment K Insurance Requirements _________________ Attachment L Cone of Silence Certification _________________ Attachment M Living Wage Ordinance Removed – Not Included

Attachment N Drug Free Workplace Policy Certification _________________

Attachment O Non-Collusion Statement Form _________________

Attachment P Scrutinized Companies List Certification Removed – Not Included

Attachment Q Local Vendor Certification _________________

Attachment R Volume of Work Over Five Years _________________

Attachment S Proposer License(s) (R) _________________

Exhibit 1 Staff Analysis – Current Operations

A/V Configurations and Known Issues _________________



(954) 357-6065 FAX (954) 357-8535

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Send all requested materials to:

Broward County Purchasing Division 115 South Andrews Avenue, Room 212 Fort Lauderdale, FL 33301 RE: RLI Number: R1008001R1

The Purchasing Division must receive submittals no later than 5:00 pm on Monday, April 23, 2012. Purchasing will not accept electronically transmitted, late, or misdirected submittals. If fewer than three interested firms respond to this solicitation, the Director of Purchasing may extend the deadline for submittal by up to four (4) weeks. Submittals will only be opened following the final submittal due date. For Additional Project Information Contact:

Project Manager: Leslie Stout Phone: 954-357-5955 Email: [email protected]

Selection Process A Selection Committee (SC) will be responsible for recommending the most qualified firms and ranking them for negotiation. The process for this procurement may proceed in the following manner:

Review Responses

The Purchasing Division delivers the submittals to agency staff for summarization for the Selection Committee members. The Office of Economic and Small Business Development staff evaluates submittals to determine compliance with the Office of Economic and Small Business Development Program requirements, if applicable. Agency staff will prepare an analysis report which includes a matrix of responses submitted by the firms. This may include a technical review, if applicable.

Staff will also identify any incomplete responses. The Director of Purchasing will review the information provided in the matrix and will make a recommendation to the Selection Committee as to each firm’s responsiveness to the requirements of the RLI. The final determination of responsiveness rests solely on the decision of the Selection Committee.

Short Listing

The SC will meet to create a short list of the most qualified firms. The matrix and staff analysis report is a tool that the SC may use in its decision-making process. The County will not consider oral or written communications, prior to the conclusion of short-listing the firms, which may vary the terms of the submittals.



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Cone of Silence At the time of the Selection Committee appointment (which is typically prior to the advertisement of the solicitation document) in this RLI process, a Cone of Silence will be imposed. Section 1-266, Broward County Code of Ordinances as revised, provides that after Selection Committee appointment, potential vendors and their representatives are substantially restricted from communicating regarding this RLI with the County Administrator, Deputy and Assistants to the County Administrator and their respective support staff, or any person appointed to evaluate or recommend selection in this RLI process. For communication with County Commissioners and Commission staff, the Cone of Silence allows communication until the Shortlist Meeting of the Selection Committee. After the application of the Cone of Silence, inquiries regarding this RLI should be directed to the Director of Purchasing or designee. The Cone of Silence terminates when the County Commission or other awarding authority takes action which ends the solicitation.

Demonstrations

If this box is checked, then this project will lend itself to an additional step where short-listed firms demonstrate the nature of their offered solution. After the Short List Meeting, short-listed firms will be notified of the desired demonstration. A copy of the demonstration (hard copy, DVD, CD or a combination of both) should be given to the Purchasing Agent at the meeting to retain in the Purchasing files.

Pricing Unchecked boxes do not apply to this solicitation.

Price may be considered in the final evaluation and ranking of the short-listed firms. If the SC will consider price, staff will provide each short-listed firm with a pricing submittal instrument and instructions for its preparation and delivery.

Price will not be a factor in evaluating or ranking the interested firms.

County staff and the top ranked firm will negotiate fees for pre-construction services during the Negotiation Phase of this process. Generally, the Parties negotiate a Guaranteed Maximum Price (GMP) for construction services during the course of pre-construction services.

Public Art and Design Program

Unchecked boxes do not apply to this solicitation. Section 1-88, as amended, of the Broward County Code (of Ordinances) contains the

requirements for the Broward County’s Public Art and Design Program. It is the intent of Broward County to functionally integrate art, when applicable, into capital projects and integrate artists’ design concepts into this improvement project. The bidder may be required to collaborate with the artist(s) on design development within the scope of this request. Artist(s) shall be selected by Broward County through an independent process. (For additional information contact Mary Becht at (954) 357-7456).



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Presentations/Interviews/Ranking

Each of the short-listed firms will have an opportunity to make an oral presentation to the SC on the firm’s approach to this project and the firm’s ability to perform. The SC may provide a list of subject matter for the discussion. The firms will have equal time to present but the question-and-answer time may vary. A copy of the presentation (hard copy, DVD, CD or a combination of both) should be given to the Purchasing Agent at the meeting to retain in the Purchasing files. The SC will rank the firms and post its recommendation for three days as a “Proposed Recommendation of Ranking”. Following this three-day period, if no objections to the proposed ranking have been received in writing by the Director of Purchasing, a Final Recommendation of Ranking will be posted and presented to the Board for approval. At the discretion of the Board, presentations to the Board of County Commissioners by the ranked firms may be required.

Negotiation and Award

The Purchasing Negotiator, assisted by County staff, will attempt to negotiate a contract with the first ranked firm. If an impasse occurs, the County ceases negotiation with the firm and begins negotiations with the next-ranked firm. The final negotiated contract will be forwarded by the Purchasing Negotiator to the Selection Committee for approval, if required by the committee, or to the awarding authority for approval.

Posting of Solicitation and Proposed Contract Awards

The Broward County Purchasing Division's website is the official location for the County's posting of all solicitations and contract award results. It is the obligation of each vendor to monitor the website in order to obtain complete and timely information. The website is located at http://www.broward.org/Purchasing/Pages/SolicitationResult.aspx

Vendor Protest

Sections 21.118 and 21.119 of the Broward County Procurement Code set forth procedural requirements that apply if a vendor intends to protest a solicitation or proposed award of a contract and state in part the following:

(a) Any protest concerning the bid or other solicitation specifications or requirements must be made and received by the County within seven (7) business days from the posting of the solicitation or addendum on the Purchasing Division’s website. Such protest must be made in writing to the Director of Purchasing. Failure to timely protest bid specifications or requirements is a waiver of the ability to protest the specifications or requirements.

(b) Any protest concerning a solicitation or proposed award above the award authority of the Director of Purchasing, after the bid opening, shall be submitted in writing and received by the County within five (5) business days from the posting of the recommendation of award on the Purchasing Division's website.

http://www.broward.org/Purchasing/Pages/SolicitationResult.aspx



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(c) Any actual or prospective bidder or offeror who has a substantial interest in and is aggrieved in connection with the proposed award of a contract which does not exceed the amount of the award authority of the Director of Purchasing, may protest to the Director of Purchasing. The protest shall be submitted in writing and received within three (3) business days from the posting of the recommendation of award on the Purchasing Division's website.

(d) For purposes of this section, a business day is defined as Monday through Friday between 8:30 a.m. and 5:00 p.m. Failure to timely file a protest within the time prescribed for a solicitation or proposed contract award shall be a waiver of the vendor's right to protest.

(e) Protests arising from the decisions and votes of a Selection Committee or Evaluation Committee shall be limited to protests based upon the alleged deviations from established Committee procedures set forth in the Broward County Procurement Code and existing written Guidelines. Any allegations of misconduct or misrepresentation on the part of a competing vendor shall not be considered a protest. (f) As a condition of initiating any RLI protest, the protestor shall present the Director of Purchasing a nonrefundable filing fee in accordance with the table below.

Estimated Contract Amount Filing Fee $30,000 - $250,000 $ 500 $250,001 - $500,000 $1,000 $500,001 - $5 million $3,000 Over $5 million $5,000

If no contract bid amount was submitted, the estimated contract amount shall be the County’s estimated contract price for the project. The County may accept cash, money order, certified check, or cashier’s check, payable to Broward County Board of Commissioners.

Rejection of Responses

The Selection Committee may recommend rejecting all proposals in the best interests of the County. The rejection shall be made by the Director of Purchasing except when a solicitation was approved by the Board, in which case the rejection shall be made by the Board.

Public Records and Exemptions Upon receipt, all response submittals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Any firm that intends to assert any materials to be exempted from public disclosure under Chapter 119, Florida Statutes must submit the document(s) in a separate bound document labeled "Name of Firm, Attachment to Proposal Package, RLI# - Confidential Matter". The firm must identify the specific statute that authorizes the exemption from the Public Records Law. CD or DVD discs included in the submittal must also comply with this requirement and separate any materials claimed to be confidential.



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Failure to provide this information at the time of submittal and in the manner required above may result in a recommendation by the Director of Purchasing that the response is non-responsive. Furthermore, proposer’s failure to provide the information as instructed may lead for the information to become public. Any claim of confidentiality on materials that the firm asserts to be exempt and placed elsewhere in the submittal will be considered waived by the firm upon submission, effective after opening. Please note that the financial statement exemption provided for in Section 119.071(1) c, Florida Statutes only applies to submittals in response to a solicitation for a "public works" project.

Please be aware that submitting confidential material may impact full discussion of your submittal by the Selection/Evaluation Committee because the Selection/Evaluation Committee will be unable to talk about the details of the confidential material(s) at the public Selection/Evaluation Committee meeting. Please note that the financial statement exemption provided for in Section 119.071(1) c, Florida Statutes only applies to submittals in response to a solicitation for a "public works" project.

Copyrighted Materials

Copyrighted material will be accepted as part of a submittal only if accompanied by a waiver that will allow the County to make paper and electronic copies necessary for the use of County staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

Right of Appeal

Pursuant to Section 21.83 of the Broward County Procurement Code, any vendor that has a substantial interest in the matter and is dissatisfied or aggrieved in connection with the Selection Committee's determination of responsiveness may appeal the determination pursuant to Section 21.120 of the Code. The appeal must be in writing and sent to the Director of Purchasing within ten (10) calendar days of the determination by the Selection Committee to be deemed timely. As required by Section 21.120, the appeal must be accompanied by an appeal bond by a person having standing to protest and must comply with all other requirements of this section. The institution and filing of an appeal is an administrative remedy to be employed prior to the institution and filing of any civil action against the County concerning the subject matter of the appeal.

Projected Schedule

Pre-Submittal Date: April 10, 2012 Open Date: April 23, 2012 Short list Date: May 21, 2012 Presentations: June 1, 2012 If three (3) or fewer responses are received, a combination Short List and Presentation meeting may be held on June 1, 2012



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Responsiveness Criteria

Definition of a Responsive Bidder: In accordance with Broward County Procurement Code Section 21.8.b.66, a Responsive Bidder means a person who has submitted a bid which conforms in all material respects to a solicitation. A bid or proposal of a Responsive Bidder must be submitted on the required forms, which contain all required information, signatures, notarizations, insurance, bonding, security, or other mandated requirements required by the bid documents to be submitted at the time of bid opening. Failure to provide the information required below, at the time of submittal opening may result in a recommendation of non-responsive by the Director of Purchasing. The Selection Committee will determine whether the firm is responsive to the requirements specified herein. The County reserves the right to waive minor technicalities or irregularities as is in the best interest of the County in accordance with Section 21.30.f.1(c) of the Broward County Procurement Code.

***NOTICE TO PROPOSERS***

Proposers are invited to pay strict attention to the following requirements of this RLI. The information being requested in this section is going to be used by the Selection Committee during the selection/evaluation process and further consideration for contract award. Please be aware that proposers have a continuing obligation to provide the County with any material changes to the information being requested in this RLI.

1. Office of Economic and Small Business Development Program – (See Office of Economic and Small Business Development Program requirements below).

Office of Economic and Small Business Development Program Requirements The Broward County Business Opportunity Act of 2004 and the County Business Enterprise (CBE) Act of 2009 establish the County’s policies for participation by small business enterprises, county business enterprises, and federal disadvantaged business enterprises in all County contracts and in other selected activities. In accordance with the Acts, participation for this contract is as follows:

No County Business Enterprise goals have been assigned to this project.

The County uses the interested firm’s submittal to this section of the RLI to determine the firm’s “responsiveness.” The County only considers “responsive” submittals for short-listing. To be considered responsive requires the following actions.



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2. Domestic Partnership Act The Broward County Domestic Partnership Act (Section 16-1/2 – 157 of the Broward County Code of Ordinances, as amended) requires that, for projects where the initial contract term is more than $100,000, that at the time of RLI submittal, the vendor shall certify that the vendor currently complies or will comply with the requirements of the Domestic Partnership Act by providing benefits to Domestic Partners of its employees on the same basis as it provides benefits to employee’s spouses. The Domestic Partnership Certification Form (Attachment G) must be completed and returned with the RLI Submittal Response at the time of the opening deadline.

3. Joint Venture Enterprises

Unchecked boxes do not apply to this solicitation. Construction Licensing

A Joint Venture is required to provide evidence with its response that the Joint Venture, or at least one of the Joint Venture partners, holds the specified Construction License issued either by the State of Florida or Broward County. If not with its response, the Joint Venture is required to provide evidence prior to contract execution that the Joint Venture holds the specified Construction License issued either by the State of Florida or Broward County. A Joint Venture is also required to provide with its response a Statement of Authority indicating that the individual submitting the Joint Venture’s proposal has the legal authority to bind the Joint Venture. Failure to provide any of this information to the County at the required time may be cause for the response to the solicitation to be deemed non-responsive.

Florida Registration A Joint Venture is required to provide evidence with its response that the Joint Venture, or at least one of the Joint Venture partners, holds a Certificate of Authority from the Florida Department of State, Division of Corporations to transact business in Florida. If not with its response, the Joint Venture is required to provide evidence prior to contract execution that the Joint Venture exists by providing the County with a copy of the Joint Venture Agreement. Failure to provide any of this information to the County at the required time may be cause for the response to the solicitation to be deemed non-responsive.

4. Licensing Requirement

The proposer, or a member of the proposers team, must have at least one of the following Licenses either certified by the State of Florida, or, Registered with Broward County:

Electrical Contractor

or Limited Energy Specialty Contractor

License(s) must be attached and returned with the RLI Submittal Response at the time of the opening deadline. (Attachment S)



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Responsibility Criteria

Definition of Responsible Bidder

In accordance with Broward County Procurement Code Section 21.8.b.65, a Responsible Bidder or Offeror means an offeror who has the capability in all respects to perform the contract requirements, and the integrity and reliability which will assure good faith performance.

The Selection Committee will recommend to the awarding authority a determination of a firm’s responsibility. At any time prior to award, the awarding authority may find that an offeror is not responsible to receive a particular award. The following criteria shall be evaluated in making a determination of responsibility:

1. Financial Information Although the review of a vendor's financial information is an issue of responsibility, the failure to either provide the financial documentation or correctly assert a confidentiality claim pursuant the Florida Public Records Law and the solicitation requirements as stated in the Evaluation Criteria and Public Record and Exemptions sections may result in a recommendation of non-responsive by the Director of Purchasing.

2. Litigation History

Although the review of a vendor's litigation history is an issue of responsibility, the failure to provide litigation history as required in the Evaluation Criteria may result in a recommendation of non-responsive by the Director of Purchasing.

3. Lobbyist Registration – Certification A vendor who has retained a lobbyist(s) to lobby in connection with a competitive solicitation shall be deemed non-responsive unless the firm, in responding to the competitive solicitation, certifies, see Attachment H, that each lobbyist retained has timely filed the registration or amended registration required under Section 1-262, Broward County Code of Ordinances. If, after awarding a contract in connection with the solicitation, the County learns that the certification was erroneous, and upon investigation determines that the error was willful or intentional on the part of the vendor, the County may, on the basis, exercise any contractual right to terminate the contract for convenience. The Lobbyist Registration Certification Form (Attachment H) should be completed and returned at the time of the RLI opening deadline and included within the submittal document. If not included with the RLI submittal at the time of the RLI opening deadline, the Lobbyist Certification Form must be completed and returned prior to contract award at a date and time certain established by the County.



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Additionally, the awarding authority may consider the following factors, without limitation: debarment or removal from the authorized vendors list or a final decree, declaration or order by a court or administrative hearing officer or tribunal of competent jurisdiction that the offeror has breached or failed to perform a contract, claims history of the offeror, performance history on a County contract(s), an unresolved concern, or any other cause under this code and Florida law for evaluating the responsibility of an offeror.

Employment Verification Program (E-Verify)

Unchecked boxes do not apply to this solicitation.

This service is funded by the State of Florida. Therefore, you are required to complete and return the “Employment Eligibility Verification Program Contractor Certification” – (Attachment I).

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Evaluation Criteria With regard to the Evaluation criteria, each firm has a continuing obligation to provide the County with any material changes to the information requested. The County reserves the right to obtain additional information from interested firms. Evaluation Criteria –

Project-Specific Criteria

Provide answers below. If you are submitting a response as a joint venture, you must respond to each question for each entity forming the joint venture. When an entire response cannot be entered, a summary, followed with a page number reference where a complete response can be found is acceptable.

1. Provide a description of the firm’s physical location and resources.

2. Provide an organizational chart for the firm identifying the firm’s personnel resources and specifically identifying the personnel who will be assigned to this project.

3. For the staff who will be assigned to this project, provide a description of the responsibilities, qualifications and experience of the project manager and key personnel. Include any relevant certifications of personnel (e.g. Society of Broadcast Engineers, Society of Cable Telecommunications Engineers, Infocomm certifications for broadcast engineers; certifications for repair technicians for authorized audio/visual dealers, etc.)

4. Provide a description of the firm’s prior experience in the last three years in designing and installing new video/audio meeting room systems and upgrades of existing systems of the same or similar scope as this project. Provide customer name and contact information.

5. Provide a description of the firm’s prior experience in the last three years in designing, and installing video/audio meeting room systems of any size or scope (excluding those described in #4) for a government entity. Provide customer name and contact information. (If None, state “None”)



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Evaluation Criteria –

Company Profile


1. Supply legal firm name, headquarters address, local office addresses, state of incorporation, and key firm contact names with their phone numbers and e-mail addresses.

2. Supply the interested firm’s federal ID number and Dun and Bradstreet number.

3. Is the interested firm legally authorized, pursuant to the requirements of the Florida Statutes, to do business in the State of Florida?

YES NO

6. Provide a timeline for completion of design, equipment delivery, permitting, installation, testing and training.

7. Provide a description of the tasks (if any) that will be subcontracted by the firm.

8. If any tasks will be subcontracted, identify the subcontractor. Include the firm’s prior experience in working with the subcontractor, and the proportion (expressed as a percentage) of the total staff-hours that will be subcontracted.

9. Provide all information required of the prime (#1-5 above) for each identified subcontractor.

10. List all audio/visual manufacturers that the firm and its subcontractors represent as an authorized state or regional dealer. Provide manufacturer’s contact name and number.



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4. All firms are required to provide Broward County the firm's financial statements at the time of submittal in order to demonstrate the firm's financial capabilities. Failure to provide this information at the time of submittal may result in a recommendation by the Director of Purchasing that the response is non-responsive. Each firm shall submit its most recent two (2) years of financial statements for review. The financial statements are not required to be audited financial statements. With respect to the number of years of financial statements required by this RLI, the firm must fully disclose the information for all years available; provided, however, that if the firm has been in business for less than the required number of years, then the firm must disclose for all years of the required period that the firm has been in business, including any partial year-to-date financial statements. The County may consider the unavailability of the most recent year’s financial statements and whether the firm acted in good faith in disclosing the financial documents in its evaluation. Any claim of confidentiality on financial statements should be asserted at the time of submittal. (see below) *****ONLY “IF” claiming Confidentiality*****

The financial statements should be submitted in a separate bound document labeled "Name of Firm, Attachment to Proposal Package, RLI# - Confidential Matter". The firm must identify the specific statute that authorizes the exemption from the Public Records Law. CD or DVD discs included in the submittal must also comply with this requirement and separate any materials claimed to be confidential. Failure to provide this information at the time of submittal and in the manner required above may result in a recommendation by the Director of Purchasing that the response is non-responsive. Furthermore, proposer’s failure to provide the information as instructed



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may lead to the information becoming public.

Please note that the financial statement exemption provided for in Section 119.071(1) c, Florida Statutes only applies to submittals in response to a solicitation for a "public works" project.

5. Litigation History Requirement: The County will consider a vendor's litigation history information in its review and determination of responsibility. All vendors are required to disclose to the County all "material" cases filed, pending, or resolved during the last three (3) years prior to the solicitation response due date, whether such cases were brought by or against the vendor, any parent or subsidiary of the vendor, or any predecessor organization. If the vendor is a joint venture, the information provided should encompass the joint venture (if it is not newly-formed for purposes of responding to the solicitation) and each of the entities forming the joint venture. For purpose of this disclosure requirement, a “case” includes lawsuits, administrative hearings and arbitrations. A case is considered to be "material" if it relates, in whole or in part, to any of the following: 1. A similar type of work that the vendor is seeking to perform for the County under the current solicitation; 2. An allegation of negligence, error or omissions, or malpractice against the vendor or any of its principals or agents who would be performing work under the current solicitation; 3. A vendor's default, termination, suspension, failure to perform, or improper performance in connection with any contract; 4. The financial condition of the vendor, including any bankruptcy petition (voluntary and involuntary) or receivership; or 5. A criminal proceeding or hearing concerning business-related offenses in which the vendor or its principals (including officers) were/are defendants.



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Notwithstanding the descriptions listed in paragraphs 1 – 5 above, a case is not considered to be "material" if the claims raised in the case involve only garnishment, auto negligence, personal injury, workers' compensation, foreclosure or a proof of claim filed by the vendor. For each material case, the vendor is required to provide all information identified, on the “Litigation History” form. (Attachment J) Failure to disclose any material case, or to provide all requested information in connection with each such case, may result in the vendor being deemed non-responsive. Prior to making such determination, the vendor will have the ability to clarify the submittal and to explain why an undisclosed case is not material.

6. Has the interested firm, its principals, officers, or predecessor organization(s) been debarred or suspended from bidding by any government during the last three (3) years? If yes, provide details.

YES NO

7. Has your company ever failed to complete any work awarded to you? If so, where and why?

YES NO

8. Has your company ever been terminated from a contract? If so, where and why?

YES NO

9. Insurance Requirements: Refer to the sample Certificate of Insurance Attachment K. It reflects the insurance requirements deemed necessary for this project. It is not necessary to have this level of insurance in effect at the time of submittal but it is necessary to submit certificates indicating that the firm currently carries the insurance or to submit a letter from the carrier indicating upgrade availability.



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Legal Requirements


1. Standard Agreement Language: Identify any standard terms and conditions with which the interested firm cannot agree. The standard terms and conditions for the resulting contract can be located at:

http://www.broward.org/Purchasing/Documents/caf101.pdf

If you do not have computer access to the internet, call the Project Manager for this RLI to arrange for mailing, pick up, or facsimile transmission.

YES (Agree)

NO

If no, you need to specifically identify the terms and conditions with which you are taking exception

2. Cone of Silence: This County’s ordinance prohibits certain communications among vendors, county staff, and selection committee members. Identify any violations of this ordinance by any members of the responding firm or its joint venturers. The firm(s) submitting is expected to sign and notarize the Cone of Silence Certification (Attachment L).

3. Public Entity Crimes Statement: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit an offer to perform work as a consultant or contract with a public entity, and may not transact business with Broward County for a period of 36 months from the date of being placed on the convicted vendor list. Submit a statement fully describing any violations of this statute by members of the interested firm or its joint venturers.

4. No Contingency Fees: By responding to this solicitation, each firm warrants that it has not and will not pay a contingency fee to any company or person, other than a bona fide





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employee working solely for the firm, to secure an agreement pursuant to this solicitation. For Breach or violation of this provision, County shall have the right to reject the firm’s response or terminate any agreement awarded without liability at its discretion, or to deduct from the agreement price or otherwise recover the full amount of such fee, commission, percentage, gift, or consideration.

Submit an attesting statement warranting that the Responder has not and will not pay a contingency fee to any company or person, other than a bona fide employee working solely for the firm, to secure an agreement pursuant to this solicitation.

5. If this box is checked, then the provisions of the Broward County Living Wage Ordinance 2008-45, as amended, (“Living Wage Ordinance”) will apply to this agreement. in accordance with the living wage ordinance, certain employers who do business with the county shall pay a living wage to its employees who work on service contracts providing covered services identified under the living wage ordinance. (Attachment M)

(If living wage applies, check this statement and include the living wage attachment to the RLI solicitation)

6. DRUG FREE WORKPLACE: 1. Do you have a drug free workplace policy? 2. If so, please provide a copy of your drug free workplace policy in your proposal. 3. Does your drug free workplace policy comply with Section 287.087 of the Florida Statutes? 4. If your drug free workplace policy complies with Section 287.087 of the Florida Statutes, please complete the Drug Free Workplace Policy Certification Form. Attachment N 5. If your drug free workplace policy does not comply with Section 287.087 of the Florida Statutes, does it comply with the drug free workplace requirements pursuant to Section

1. YES NO

3. YES NO

4. YES NO

5. YES NO



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21.31.a.2 of the Broward County Procurement Code? 6. If so, please complete the attached Drug Free Workplace Policy Certification Form. 7. If your drug free workplace policy does not comply with Section 21.31.a.2 of the Broward County Procurement Code, are you willing to comply with the requirements Section 21.31.a.2 of the Broward County Procurement Code? 8. If so, please complete the attached Drug Free Workplace Policy Certification Form. (Attachment N) Failure to provide a notarized Certification Form in your proposal indicating your compliance or willingness to comply with Broward County's Drug Free Workplace requirements as stated in Section 21.31.a.2 of the Broward County Procurement Code may result in your firm being ineligible to be awarded a contract pursuant to Broward County's Drug Free Workplace Ordinance and Procurement Code

7. YES NO

7. Non-Collusion Statement: By responding to this solicitation, the vendor certifies that this offer is made independently and free from collusion. Vendor shall disclose on the “Non-Collusion Statement Form” (Attachment O) to their best knowledge, any Broward County officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1) (c), Florida Statutes (1989), who is an officer or director of, or had a material interest in, the vendor’s business, who is in a position to influence this procurement. Any Broward County officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity pertinent to this procurement is presumed, for purposes hereof, a person has a material interest if they directly or indirectly own more than 5 percent of the total assets or capital stock of any business entity, or if they otherwise stand to personally gain if the



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contract is awarded to this vendor. Failure of a vendor to disclose any relationship described herein shall be reason for debarment in accordance with the provisions of the Broward County Procurement Code.

8. Scrutinized Companies List Certification: Any company, principals, or owners on the Scrutinized Companies with Activities in Sudan List or on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List is prohibited from submitting a bid, proposal or response to a Broward County solicitation for goods or services in an amount equal to or greater than $1 million. Therefore, if applicable, each company submitting a bid, proposal or response to a solicitation must certify to the County that it is not on either list at the time of submitting a bid, proposal or response. The certification form is referenced as “Scrutinized Companies List Certification” (Attachment P) and should be completed and submitted with your proposal but must be completed and submitted prior to award.

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Tiebreaker Criteria

Provide answers below. If you are submitting a response as a joint venture, you must respond to each question for each entity forming the joint venture. Furthermore, to receive credit for a tiebreaker criterion, each entity forming the joint venture must meet the tiebreaker criteria. When an entire response cannot be entered, a summary, followed with a page number reference where a complete response can be found is acceptable.

LOCATION in BROWARD COUNTY 1. Is your firm located in Broward County? 2. Does your firm have a valid current Broward County Local Business Tax Receipt? 3. Has your firm (a) been in existence for at least six (6) months prior to the proposal opening (b) providing services on a day to day basis (c) at a business address physically located within the limits of Broward County (d) in an area zoned for such business and (e) the services provided from this location are substantial component of the services offered in the firm's proposal? If so, please provide the interested firm's business address in Broward County, telephone number(s), email address, evidence of the Broward County Local Business Tax Receipt and complete the Local Vendor Certification Form (Attachment Q) Failure to provide a valid Broward County Local Business Tax Receipt and the attached notarized Certification Form in your proposal shall prevent your firm from receiving credit under Broward County's tiebreaker criteria of Section 21.31.d of the Broward County Procurement Code and, if applicable, shall prevent your firm from receiving any preference(s) allowed under Broward County's Local Preference Ordinance.

1. YES NO

2. YES NO

3. YES NO

Domestic Partnership Act - The requirements of the Broward County Domestic Partnership Act (Section 16-1/2 – 157 of the Broward County Code of Ordinances, as amended) do not apply to solicitations resulting in



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a contract for goods or services valued at $100,000 or less. However, firms providing domestic partnership benefits may receive credit in a tie breaker circumstance pursuant to Section 21.31.d of the Broward County Procurement Code. Therefore, please note the following: The attached Domestic Partnership Certification Form (Attachment G) must be completed and returned with the RLI Submittal Response at the time of the opening deadline. 1. Do you have a domestic partnership benefit program? 2. If so, please provide a copy of your domestic partnership benefit program in your proposal and complete Attachment G “Domestic Partnership Benefit Certification Form.” 3. Does your domestic partnership benefit program provide benefits which are the same or substantially equivalent to those benefits offered to other employees in compliance with the Broward County Domestic Partnership Act of 2011, Broward County Ordinance # 2011-26, as amended?

1. YES NO

3. YES NO

VOLUME OF WORK OVER FIVE YEARS

Vendor that has the lowest dollar volume of work previously awarded by the County over a five (5) year period from the date of the submittal will receive the tie break preference. The work shall include any amount awarded to any parent or subsidiary of the vendor, any predecessor organization and any company acquired by the vendor over the past five (5) years. If the vendor is a joint venture, the information provided should encompass the joint venture and each of the entities forming the joint venture.

If applicable complete Attachment R. (Report only amounts awarded as Prime Vendor). To be considered for the Tie Break preference, this completed Attachment R must be included with the RLI Submittal Response at the time of the opening deadline.

$



(954) 357-6065 FAX (954) 357-8535

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Required Forms to be Returned


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Attachment “G” - Domestic Partnership Certification

(RESPONSIVE CRITERIA FORM) THIS FORM MUST BE COMPLETED AND SUBMITTED AT TIME OF SUBMITTAL FOR VENDOR TO BE DEEMED

RESPONSIVE

The Vendor, by virtue of the signature below, certifies that it is aware of the requirements of Broward County’s Domestic Partnership Act, (Section 16-1/2 -157 of the Broward County Code of Ordinances, as amended); and certifies the following: (Please check only one below).

1. The Vendor currently complies with the requirements of the County’s Domestic Partnership Act and provides benefits to Domestic Partners of its employees on the same basis as it provides benefits to employees’ spouses

2. The Vendor will comply with the requirements of the County’s Domestic Partnership Act at time of contract award and provide benefits to Domestic Partners of its employees on the same basis as it provides benefits to employees’ spouses

3. The Vendor will not comply with the requirements of the County’s Domestic Partnership Act at time of award

4. The Vendor does not need to comply with the requirements of the County’s Domestic Partnership Act at time of award because the following exemption(s) applies: (Please check only one below).

The Vendor’s price bid for the initial contract term is $100,000 or less.

The Vendor employs less than five (5) employees.

The Vendor is a governmental entity, not-for-profit corporation, or charitable organization.

The Vendor is a religious organization, association, society, or non-profit charitable or educational institution.

The Vendor does not provide benefits to employees’ spouses.

The Vendor provides an employee the cash equivalent of benefits. (Attach an affidavit in compliance with the Act stating the efforts taken to provide such benefits and the amount of the cash equivalent.)

The Vendor cannot comply with the provisions of the Domestic Partnership Act because it would violate the laws, rules or regulations of federal or state law or would violate or be inconsistent with the terms or conditions of a grant or contract with the United States or State of Florida. Indicate the law, statute or regulation. (State the law, statute or regulation and attach explanation of its applicability.)

I, ____________________________, _______________________________of __________________________________________ (Name) (Title) (Vendor) hereby attests that I have the authority to sign this notarized certification and certify that the above-referenced information is true, complete and correct. __________________________________

Signature

__________________________________ Print Name

SWORN TO AND SUBSCRIBED BEFORE ME this ________day of ____________________, 20___

STATE OF ______________________ COUNTY OF ___________________

_________________________________ My commission expires: _________________________ (SEAL) Notary Public (Print, type or stamp commissioned name of Notary Public)

Personally Known ________ or Produced Identification _________ Type of Identification Produced: ______________

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Attachment “H” - Lobbyist Registration – Certification

This certification form should be completed and submitted with your proposal but must be completed and submitted prior to award. The Vendor, by virtue of the signature below, certifies that:

a. It understands if it has retained a lobbyist(s) to lobby in connection with a competitive solicitation, it shall be deemed non-responsive unless the firm, in responding to the competitive solicitation, certifies that each lobbyist retained has timely filed the registration or amended registration required under Section 1-262, Broward County Code of Ordinances; and

b. It understands that if, after awarding a contract in connection with the solicitation, the County learns that the certification was erroneous, and upon investigation determines that the error was willful or intentional on the part of the vendor, the County may, on that basis, exercise any contractual right to terminate the contract for convenience.

Based upon these understandings, the vendor further certifies that: (Check One) 1.______It has not retained a lobbyist(s) to lobby in connection with this competitive solicitation. 2.______It has retained a lobbyist(s) to lobby in connection with this competitive solicitation and certified that

each lobbyist retained has timely filed the registration or amended registration required under Section 1-262, Broward County Code of Ordinances. _____________________________________

(Vendor Signature) ____________________________________

STATE OF __________________ (Print Vendor Name) COUNTY OF ________________ The foregoing instrument was acknowledged before me this ____day of ________________, 20___, by _________________________________________________ as _________________________ of (Name of person who's signature is being notarized) (Title) __________________________________ known to me to be the person described herein, or who produced (Name of Corporation/Company) ____________________________________________ as identification, and who did/did not take an oath. (Type of Identification) NOTARY PUBLIC: ____________________________________ My commission expires: _______________________ (Signature) _______________________ (Print Name)

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Attachment “J” - Litigation History

Party Vendor is Plaintiff Vendor is Defendant

Case Name

Case Number

Date Filed

Name of Court or other tribunal

Type of Case Civil Administrative/Regulatory

Criminal Bankruptcy

Claim or Cause of Action and Brief description of

each Count

Brief description of the Subject Matter and

Project Involved

Disposition of Case

(Attach copy of any applicable Judgment, Settlement Agreement

and Satisfaction of Judgment.)

Pending Settled Dismissed

Judgment Vendor’s Favor

Judgment Against Vendor

If Judgment Against, is Judgment Satisfied? Yes No

Opposing Counsel

Name:

Email:

Phone number:

NAME OF COMPANY: ______________________________________________

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Attachment “K” - Insurance Requirements

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Attachment “L” - Cone of Silence Certification

The undersigned vendor hereby certifies that: 1. _____ the vendor has read Broward County's Cone of Silence Ordinance, Section 1-266, Article xiii, Chapter 1 as revised of the Broward County Code; and 2. _____ the vendor understands that the Cone of Silence for this competitive solicitation shall be in effect beginning upon the appointment of the Evaluation Committee (for Requests for Proposals - RFPs) or Selection Committee (for Request for Letters of Interest - RLIs) for communication regarding this RFP/RLI with the County Administrator, Deputy and Assistants to the County Administrator and their respective support staff or any person, including Evaluation or Selection Committee members, appointed to evaluate or recommend selection in this RFP/RLI process. For Communication with County Commissioners and Commission staff, the Cone of Silence allows communication until the initial Evaluation or Selection Committee Meeting. 3.______the vendor agrees to comply with the requirements of the Cone of Silence Ordinance. _____________________________________ (Vendor Signature)

_____________________________________ (Print Vendor Name) STATE OF __________________ COUNTY OF ________________ The foregoing instrument was acknowledged before me this ____day of ________________, 20___, by _________________________________________________ as _________________________ of (Name of person who's signature is being notarized) (Title) ____________________________________________ known to me to be the person described herein, or who produced (Name of Corporation/Company) ____________________________________________ as identification, and who did/did not take an oath. (Type of Identification) NOTARY PUBLIC: ________________________________ (Signature) _______________________________ My commission expires: _______________________ (Print Name)

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Attachment “N” - Drug Free Workplace Policy Certification

THE UNDERSIGNED VENDOR HEREBY CERTIFIES THAT: 1. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY AS IDENTIFIED IN THE COMPANY POLICY ATTACHED TO THIS CERTIFICATION.

AND/OR

2. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY THAT IS IN COMPLIANCE WITH SECTION 287.087 OF THE FLORIDA STATUTES.

AND/OR

3. _____ THE VENDOR HAS A DRUG FREE WORKPLACE POLICY THAT IS IN COMPLIANCE WITH THE BROWARD COUNTY DRUG FREE WORKPLACE ORDINANCE # 1992-08, AS AMENDED, AND OUTLINED AS FOLLOWS:

(a) Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a

controlled substance is prohibited in the offeror's workplace, and specifying the actions that will be taken against employees for violations of such prohibition;

(b) Establishing a continuing drug-free awareness program to inform its employees about: (i) The dangers of drug abuse in the workplace;

(ii) The offeror's policy of maintaining a drug-free workplace; (iii) Any available drug counseling, rehabilitation, and employee assistance programs; and (iv) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;

(c) Giving all employees engaged in performance of the contract a copy of the statement required by subparagraph (a); (d) Notifying all employees, in writing, of the statement required by subparagraph (a), that as a condition of employment on a covered

contract, the employee shall: (i) Abide by the terms of the statement; and (ii) Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893,

Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.

(e) Notifying Broward County government in writing within 10 calendar days after receiving notice under subdivision (d) (ii) above, from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of the employee;

(f) Within 30 calendar days after receiving notice under subparagraph (d) of a conviction, taking one of the following actions with respect to an employee who is convicted of a drug abuse violation occurring in the workplace:

(i) Taking appropriate personnel action against such employee, up to and including termination; or (ii) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes

by a federal, state, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to maintain a drug-free workplace program through implementation of subparagraphs (a) through (f).

OR

4.____ THE VENDOR DOES NOT CURRENTLY HAVE A DRUG FREE WORKPLACE POLICY BUT IS WILLING TO COMPLY WITH THE REQUIREMENTS AS SPECIFIED IN NO. 3

______________________________________ (VENDOR SIGNATURE)

______________________________________ (PRINT VENDOR NAME) STATE OF __________________ COUNTY OF ________________ The foregoing instrument was acknowledged before me this ____day of ________________, 20___, by _________________________________________________ as _________________________ of (Name of person who's signature is being notarized) (Title) ____________________________________________ known to me to be the person described herein, or who produced (Name of Corporation/Company) ____________________________________________ as identification, and who did/did not take an oath. (Type of Identification) NOTARY PUBLIC: ________________________________ (Signature) ________________________________ My commission expires: _______________________ (Print Name)

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Attachment “O” - Non-Collusion Statement Form

By signing this offer, the vendor certifies that this offer is made independently and free from collusion. Vendor shall disclose below, to their best knowledge, any Broward County officer or employee, or any relative of any such officer or employee as defined in Section 112.3135 (1) (c), Fla. Stat. (1989), who is an officer or director of, or has a material interest in, the vendor’s business, who is in a position to influence this procurement. Any Broward County officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity pertinent to this procurement is presumed, for purposes hereof, to be in a position to influence this procurement. For purposes hereof, a person has a material interest if they directly or indirectly own more than 5 percent of the total assets or capital stock of any business entity, or if they otherwise stand to personally gain if the contract is awarded to this vendor. Failure of a vendor to disclose any relationship described herein shall be reason for debarment in accordance with the provisions of the Broward County Procurement Code.

NAME RELATIONSHIP

_______________________________ ____________________________________ _______________________________ ____________________________________ _______________________________ ____________________________________ _______________________________ ____________________________________ _______________________________ ____________________________________ _______________________________ ____________________________________ _______________________________ ____________________________________

__________________________________________ (Vendor Signature)

__________________________________________ (Print Vendor Name)

In the event the vendor does not indicate any names, the County shall interpret this to mean that the vendor has indicated that no such relationships exist.

(Form is to be signed even if no names are listed)

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Attachment “Q” - Local Vendor Certification

Tiebreaker Criteria (or Local Preference if Applicable)

THE UNDERSIGNED VENDOR HEREBY CERTIFIES THAT: 1. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD COUNTY AND HAS A VALID BROWARD COUNTY LOCAL BUSINESS TAX RECEIPT WHICH IS ATTACHED TO THIS CERTIFICATION AND 2. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD COUNTY AND: (a) Has been in existence for at least six (6) months prior to the proposal opening; (b) Provides services on a day to day basis at a business address physically located within the limits of Broward County and in an area zoned for such business; and

(c) The services provided from this location are a substantial component of the services offered in the vendor's proposal. AND/OR 3. _____ THE VENDOR IS A LOCAL VENDOR IN BROWARD OR MIAMI-DADE COUNTY AND HAS A VALID CORRESPONDING COUNTY LOCAL BUSINESS TAX RECEIPT WHICH IS ATTACHED TO THIS CERTIFICATION AND: (a) Has been in existence for at least ONE YEAR prior to the proposal opening; (b) Provides services on a day to day basis at a business address physically located within the limits of Broward County and in an area zoned for such business; and

(c) The services provided from this location are a substantial component of the services offered in the vendor's proposal.

______________________________________ (VENDOR SIGNATURE)

______________________________________ (PRINT VENDOR NAME) STATE OF __________________ COUNTY OF ________________ The foregoing instrument was acknowledged before me this ____day of ________________, 20___, by _________________________________________________ as _________________________ of (Name of person who's signature is being notarized) (Title) ____________________________________________ known to me to be the person described herein, or who produced (Name of Corporation/Company) ____________________________________________ as identification, and who did/did not take an oath. (Type of Identification) NOTARY PUBLIC: ________________________________ (Signature) ________________________________ My commission expires: _______________________ (Print Name)

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Attachment “R” - Volume of Work Over Five Years

Tie Breaker Criteria Broward County Projects

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Item No. Project Title Awarded

Dollar Amount Date

Awarded

Grand Total

The work shall include any amount awarded to any parent or subsidiary of the vendor, any predecessor organization and any company acquired by the vendor over the past five (5) years. If the vendor is a joint venture, the information provided should encompass the joint venture and each of the entities forming the

joint venture. (Report only amounts awarded as a Prime Vendor)Solicitation

Contract Number

Bid - Quote RLI - RFP

Broward County Department or

Division

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Attachment “S”

PROPOSER TO ATTACH LICENSE(S) HERE

(RESPONSIVE CRITERIA) THE APPLICABLE LICENSE(S) MUST BE SUBMITTED AT TIME OF SUBMITTAL FOR VENDOR TO BE

DEEMED RESPONSIVE

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Exhibits


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Exhibit “1” - Staff Analysis of Current Operations, AV Configurations and Known Issues

CURRENT OPERATIONS

Broward County’s Media Services Program is staffed by two full-time Senior Communications System Technicians who support on average 10-12 webcasts and broadcasts per month, and 46-50 government meetings per month. They report to a manager who can back-up basic functions on meeting days.

A/V services are delivered primarily in Room 422 and Room 430 of the Governmental Center. Room 422 is the Commission Chambers and Room 430 is a large meeting room where most board workshops and other televised meetings occur.

Room 422 – Commission Chambers

• Live County Commission meetings are cablecast and webcast on Tuesdays at 10 a.m. The meeting is recorded for recablecast and re-webcast on Friday evening beginning at 5:30 p.m.

• Audio and video of the meeting is controlled from the broadcast booth in a room to the rear of Chamber (control room) and is sent to cable system via fiberoptics located in a cabinet on the main floor of the Chamber.

• Audio and video of meeting is sent to a 2nd floor server room, and from there to a webcast hosting service, Granicus.

• Equipment includes 5 robotic cameras; a Virtual audio board with 14 hard-wired microphones on Dais; two microphones at podium; and additional wireless microphones are available if needed.

• There is a rear screen projection display, and TV monitors in the Chamber with closed captioning display. Closed Captioning for video originates from a separate room behind the Chamber.

• PowerPoint, video presentations and the document camera are often used during meetings.

• Video programming and charter generated slides with music backdrop are aired before and after the meeting and during breaks.

• Meeting audio is broadcast to internal offices and hallways using a wired system of speakers. Meeting audio from Room 430 is also broadcast into Room 422.

• There is a telephone conference bridge that is often used by Commissioners during meetings, wired through the audio board with ability to control audio of callers.

Exhibit “1” (cont)

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Room 430 – Meeting Room

• This room is used for County meetings that often require A/V or recording support and for cablecast and webcast of County Commission Workshops and a weekly Wednesday at 2 p.m. Webcast of Purchasing Bid Openings.

• Video is controlled through a broadcast rack in a small room behind the control room in Room 422

• Equipment includes 2 robotic cameras, 17 wireless microphones and 7 wired microphones, including one attached to a table conference phone.

• Audio is controlled by a mixer and amplifier located in the corner cabinet in the room. Here the signal is combined and sent via cable to the broadcast rack in the control room in the Commission Chamber.

• There is a ceiling-mounted projection system with cable to bring presentation source to the broadcast rack in the control room in the Commission Chambers.

• Meeting audio is broadcast to internal offices using a wired system of speakers. Meeting audio from Room 422 (Commission Chamber) is broadcast into Room 430 when there is an overflow crowd in Room 422 using the audio from the cablecast coming from a DVD player.

A/V CONFIGURATIONS

Five A/V configurations describe the current layout of the equipment and flow of existing audio and video equipment. The drawings are presented here as our best effort to provide accurate depictions of the existing configurations; however, there may be errors in the drawings. The drawings include:

1.) Overview of Audio and Video Path

2.) Control Room Configuration

3.) Rack in Control Room Configuration

4.) A/V Cabinet by Dias in Commission Chamber

5.) Teleconferencing Diagram


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1. Overview of Audio and Video Path

2.) Control Room Configuration


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3.) Rack in Control Room Configuration


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4.) A/V Cabinet by Dias in Commission Chamber


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5.) Teleconferencing Diagram


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KNOWN ISSUES

1.) The Commission Chamber and Room 430 A/V systems perform poorly and no longer meet some of the basic expectations and needs due to equipment incompatibilities resulting from years of “add-ons.”

2.) The speakers above the dais are not used due to severe feedback. This results in officials not able to hear each other, presenters, presentation audio, speakers at the podium and telephone callers.

3. The microphones on the dais can’t be turned on and off from the control room, if an official does not remember to turn on their microphone.

4. The video distribution system for presentation materials uses high resolution VGA video signals that are being degraded to standard definition composite video for source selection and converted back to high resolution for final distribution. This results in poor image quality on multiple display monitors.

5.) The technology for presentation sources is outdated and includes a slide projector, VHS cassette player and an outdated document camera.

6.) Three audience video display monitors rely on automatic signal sensing inputs that do not work reliably resulting in out of phase signal requiring the screen to be shut down and turned on during use or when changing sources.

7.) There is not enough space for the rear screen projector in the Commission Chamber to properly project the image. The result is a less than optimal image quality.

8.) The volume controls for the internally wired system of speakers are not accessible from the control room and require the system operator to leave the control booth to adjust.

9.) The wireless microphones are outdated or not appropriate for existing use in the meeting room.

10.) The Commission Chamber speaker system is outdated and produces poor quality sound. An insufficient amount of amplifier channels is being used to power the speakers.

11.) The main audio mixing system configuration is not optimal and results in poor sound quality.

12.) The ability to quickly troubleshoot problems during live cablecast or webcast is hampered due to excessive wire clutter, multiple adapters and a confusing and difficult to trace video system signal flow to the distribution system, recording devices, broadcast and webcast feeds.

13.) The teleconferencing system performs poorly and may not be properly integrated into the main sound system.

14.) Of the five cameras used to webcast and cablecast meetings, four are past their life expectancy.

15.) Room 430: very poor audio quality caused by a variety of issues including the use of 17 wireless microphones, the inability to control the audio from the control room and outdated manual mixers. The ceiling speakers experience severe feedback causing audio problems for the audience in the room.


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16.) Room 430: the projection system image quality and brightness is poor and the presentation setup can only accommodate VHS, DVD and VGA presentations.

17.) The audio and video systems for the Commission Chamber and Meeting Room 430 are not independent from each other. Room 430 cannot be used for audience overflow for the Commission Chamber unless the meeting is cablecast or webcast; if a webcast is done from Room 430, the audio/video system in the Commission Chamber is unusable for another meeting. Even if no cablecast or webcast from either room is in progress the audio/video systems in both rooms are not capable of being simultaneously fully functional.

18.) Equipment has been known to malfunction or require replacement due to power surges. Outdated conventional surge suppressors are in place.