Example of RFP



FEMA CAP Grant ACLS WEST TOWER 4th and 5th FloorRequest for ProposalFebruary 18, 2015Presented by:NYU Hospitals CenterTable of Contents TOC \o "1-3" \h \z \u 1.Objective PAGEREF _Toc411511659 \h 32.RFP Overview PAGEREF _Toc411511660 \h 33.Milestone Calendar PAGEREF _Toc411511662 \h 34.Required RFP Response Format PAGEREF _Toc411511663 \h 45.Proposal due Date, Delivery Instruction and Communication PAGEREF _Toc411511664 \h 46.Proprietary Information, Non-Disclosure PAGEREF _Toc411511665 \h 47.Costs Incurred PAGEREF _Toc411511666 \h 48.NYULMC Reserves Right to Reject Any and All Bids PAGEREF _Toc411511667 \h 49.Effective Period of Prices PAGEREF _Toc411511668 \h 410.Request for Proposal Scope PAGEREF _Toc411511669 \h 511.Fixed Price PAGEREF _Toc411511676 \h 712.Past Performance and References PAGEREF _Toc411511677 \h 713.Work Experience PAGEREF _Toc411511678 \h 714.Evaluation Criteria PAGEREF _Toc411511679 \h 715.Proposed Staffing Approach PAGEREF _Toc411511680 \h 816.High Level Timeline PAGEREF _Toc411511681 \h 8ObjectiveNYU Langone Medical Center (NYULMC) is currently soliciting quotes in response to this Request for Proposal (RFP) for the build out of three (3) ACLS WEST TOWER 4th and 5th Floor Conference Rooms. The build out includes one Conference Room with 85” 4K display that has Audio and Video Conference capabilities. One Conference Room with an all in one MX 300 G2 System. One Conference Room with 85” 4K display with presentation capabilities from guest lap top and BYOD on the west side wall and on the East side wall a LCD projector, screen, Audio and Video Conference capabilities specified in this Bid Package.RFP OverviewIntroductionThe NYU Hospitals Center (NYUHC) including NYU Medical Center and NYU Hospital for Joint Diseases (NYUHJD) collectively referred to as “HOSPITALS”, invite you (the “Vendor”) to submit a quote in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) for the purpose of this Request for Proposal (RFP) is to solicit proposals from low voltage contractors (“Vendor”) for this Cabling project. This RFP process is your opportunity to demonstrate your strong commitment to partnering with HOSPITALS and ensures highly competitive pricing with quality customer support services.This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your services, initiatives and Contract/Payment Terms compliance. We encourage you to submit a Quote that is aggressively priced which will exceed our expectations and influence the consolidation of our SUPPLIERs and market share.The RFP submissions will be applicable for NYU Hospitals Center (NYUHC) referred to as “Hospitals” having places of business at Tisch NYU Medical Center 550-560 First Avenue, New York, NY 10016 and NYU Hospital for Joint Disease 301 East 17th Street, New York, NY 10003 and Outpatient Surgery Center 333 E 38th Street (at 1st Avenue) New York, NY 10016.Milestone CalendarThe following calendar of events is based on planned New York University Langone Medical Center (NYULMC) activities and anticipated vendor delivery capabilities. It is presented for illustrative purposes only. These milestones will be reviewed as necessary at the time a contract is awarded to a vendor.MilestonesDate(s)TimeRFP Release DateFebruary 18, 201512:00 PM ESTAdditional Questions dueFebruary 23, 201512:00 PM ESTAnswer to Vendors DueFebruary 25, 201512:00 PM ESTProposal dueMarch 2, 20155:00 PM EST. Required RFP Response FormatVendors are required to submit their Proposal in the specified electronic format. Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.Proposal due Date, Delivery Instruction and CommunicationAll Proposals are due by March 2, 2015 no later than 5:00 P.M. ESTSend your complete electronic response via email to:ITSourcing@Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to ITSourcing@ only. Under no circumstances shall vendor contact any employee of NYULMC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted. Proprietary Information, Non-Disclosure Vendor shall have no rights in this document or the information contained therein and shall not duplicate or disseminate said document or information outside the vendor's organization without the prior written consent of NYULMC.Costs IncurredAll costs incurred in the preparation and presentation of the Proposal shall be borne by vendor. By submitting a Proposal, vendor agrees that the rejection of any Proposal in whole or in part will not render NYULMC liable for incurred costs and damages.NYULMC Reserves Right to Reject Any and All BidsNothing in this RFP shall create any binding obligation upon NYULMC. Moreover, NYULMC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYULMC reserves the right to award portion of this bid. All bids should be governed by NYULMC standard Policy and Procedure and Terms and Conditions. Effective Period of PricesAll pricing Proposals by vendor will remain fixed and firm until March 1, 2015.Request for Proposal ScopeA.Detailed ScopeAll pricing shall be as per specifications in the IT Set. The following items shall also be included in all bids for pricing:Conference Room 5th Floor – 5th Floor In this room there is a single 90” LED display. The presenter will be able to present from a wireless keyboard and mouse on a movable lectern. On the wall next to the lectern will be a touch screen control interface where the presenter may select from the build in Windows or Apple PCs and use a USB connector for a flash drive or opt to present from a personal laptop wirelessly or connected via an hdmi cable to the adjacent wall. The presentation can be shared with other conference rooms, seminar rooms and external institutions through the videoconferencing system. There is a camera mounted on the ceiling that will allow for the presenter at the podium to be shown to remote participants. The room will also have a Smart Kapp whiteboard that allows users to save whiteboard sessions to their android or ios mobile devices.4th Floor401 A&B CombinedWest Tower 4th Fl CR 401 A east side wall – Conference Room with Audio and Video Conference, Projection Screen and Projector:A projector and a 109” screen will be used for presentations. The presenter will be able to present from a wireless keyboard and mouse on a movable lectern. On the wall next to the lectern will be a touch screen control interface where the presenter may select from the build in Windows or Apple PCs and use a USB connector for a flash drive or opt to present from a personal laptop wirelessly or connected via an hdmi cable to the adjacent wall.West Tower 4th Fl CR 401 B west side wall - Conference RoomThere is a 90 LED display on the west side which can be used by the presenter to follow along what is being shown on the projection screen. The presentation can be shared with other conference rooms, seminar rooms and external institutions through the videoconferencing system. There is a camera mounted on the ceiling that will allow for the presenter at the podium to be shown to remote participants. The room will also have a Smart Kapp whiteboard that allows users to save whiteboard sessions to their android or ios mobile devices.401 A - SeparatedWhen the room is separated, the 90 LED display can be used for smaller meetings independently, however the videoconferencing system is not available for use.401 B - SeparatedSimilar functionality to the combined mode can be achieved while the room is separated, however the 90 LED Display is not available for use.West Tower 4th Fl 409 - Meeting Room: A Cisco 55” MX300 G2 All in one videoconferencing system will allow local presenters to connect to other conference rooms, seminar rooms or external institutions or simple present with those in the room.405 - Director’s OfficeWhile AV equipment is not part of the capital project scope, infrastructure to support a display on wall at a future time will be installed.413 - Senior Resident’s OfficeWhile AV equipment is not part of the capital project scope, infrastructure to support a display on wall at a future time will be installed.Vendor should be aware that the bulk of this work should be planned for Monday-Friday 7am to 3pm. B.DeliverablesThe Vendor shall provide a CD-ROM with the following deliverables within 30 days of project completion:As-built and line drawings for ACLS WEST TOWER 4th and 5th Floor conference rooms in PDF format.Copies of any other relevant documentation created during this project, such as punch lists, meeting minutes, change orders, etc.C.Project Timeline:MilestonesDate(s)TimeIntegrator AwardedMarch 6, 2015N/AEquipment Lead TimeApril 6, 2015N/AEquipment DeliveryApril 13, 2015N/ACabling April 1-10, 2015N/ATerminationsApril 10- April 15, 2015N/AProgramming April 24, 2015N/A** Punch list walk throughs will begin at a date and time determined by the progression of the project. It is mandatory for the awarded vendor to have a representative other than the foreman on these walk throughs.D.RFP Questions, Inquiries, Clarifications and AddendaAll inquiries regarding this RFP must be submitted via email to ITSourcing@. Inquiries and questions will be accepted through February 23, 2015 12 PM, Monday. NYULMC will issue responses to inquiries and any other corrections, amendments, and the like which it deems necessary in written addenda. NYULMC will endeavor to email addenda to each person recorded as having been furnished a copy of the RFP to ensure they have obtained and acknowledged all addenda (if any).Proposers must acknowledge receipt of addenda and include it with their submission.Proposers should not rely on any representations or statements of clarifications not made in either this RFP or a formal addendum.NYULMC reserves the right to waive minor informalities in proposal submissions. Fixed PriceUtilizing the attached worksheet provide a detailed price estimate including a summary of all costs and a detailed list of each item proposed and its associated cost. Please distinguish each proposed cost into categories, for example: consulting, training, travel, etc. Past Performance and ReferencesPlease provide a list of three academic hospitals who have received services on similar engagements as the one outlined by this RFP and include the information below. Client name and headquarter addressContact nameTelephone numberEmail addressLength of time using your servicesBrief description of the service providedFailure to provide suitable references to NYULMC will result in the vendor’s bid being rejected without further consideration.Work Experience Please provide information that will enable us to evaluate your company’s track record and capabilities. Provide detailed description of value added services that differentiate your company from your competitors.Evaluation Criteria NYULMC has identified some guiding principles for a successful implementation and are as follows:? Plan for performing services: When services are being procured, the vendor’s plan for performing the required services.? Qualifications of the vendor: The qualifications and experience of the vendor and, in particular, the project team members, including the consultants, proposed to be assigned to the project.? Experience with similar projects: A record of recent past performance of similar projects of similar scope.? Past performance: The past record of performance on contracts with academic or medical institutions with respect to such factors as control of costs, quality of the work, and the ability to meet schedules.? Availability of the vendor: The personnel, equipment, and facilities to perform the services currently available or demonstrated to be made available at the time of contracting. This criterion should include considering the current and projected workloads of the vendor that would affect its ability to perform the required work on schedule, and the availability of key personnel to be assigned to the project.? Reputation: The vendor’s reputation for personal and professional integrity and competency.? Familiarity with the NYULMC: The familiarity of the vendor with the NYULMC campus, standards and methodologies.Proposed Staffing ApproachProvide an outline of a proposed staffing for this engagement and include the below information. Resource skill setProject role and responsibilityNumber of years of experience relevant to this projectIndicate the engagements in which the team member participated and their roleNYU reserves the right to refuse proposed staff.High Level TimelineProvide a high level strategy or approach for the project as defined in this RFP, include milestones, phase deliverables and integration points between requirements. Include a high level timeline based on this approach. ................
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