NYULMC Storage RFQ



Video Wall RFP-Smilow MPRRequest for Proposal8/25/2016Presented by:NYU Hospitals CenterTable of Contents (EDIT AS PER REQUIREMENTS) TOC \o "1-3" \h \z \u 1.Milestone Calendar PAGEREF _Toc375823746 \h 42.Required RFP Response Format PAGEREF _Toc375823747 \h 43.Proposal Due Date, Delivery Instruction and Communication PAGEREF _Toc375823748 \h 44.Proprietary Information, Non-Disclosure PAGEREF _Toc375823749 \h 55.Costs Incurred PAGEREF _Toc375823750 \h 56.NYUHC Reserves Right to Reject Any and All Bids PAGEREF _Toc375823751 \h 57.Effective Period of Prices PAGEREF _Toc375823752 \h 58.Request for Proposal Scope PAGEREF _Toc375823753 \h 59.Requirements and Functional Criteria PAGEREF _Toc375823754 \h 710. Software and Licensing PAGEREF _Toc375823755 \h 711. Pricing PAGEREF _Toc375823756 \h 712. Past Performance and References PAGEREF _Toc375823757 \h 713. Company Profile and Financial Stability PAGEREF _Toc375823758 \h 814. Methodologies PAGEREF _Toc375823759 \h 815. Work Experience PAGEREF _Toc375823760 \h 816. Evaluation Criteria PAGEREF _Toc375823761 \h 917. Minimum Design and Implementation Services PAGEREF _Toc375823762 \h 1018. Enterprise Business Approach PAGEREF _Toc375823763 \h 1019. Proposed Staffing Approach PAGEREF _Toc375823764 \h 1120. High Level Timeline PAGEREF _Toc375823765 \h 12ObjectiveNYU Hospital Center (NYUHC) requests quotes in response to this Request for Proposals (RFP) for the deployment of Video Wall Technology:In an effort to bring our user community the best and most useful presentation technology, NYUHC is deploying fixed pixel pitch LED Video walls across campus.? Vendors are invited to bid on this first project of a three project program.? Project deployment success and value pricing will be considerations for future projects.RFP OverviewIntroductionFunctional DescriptionsGeneralThis section of the specifications defines the details of the audio-visual systems to be furnished and installed in the Multi-purpose Room. For additional system information, refer to the AV system diagrams and itemized equipment lists. The audiovisual capabilities will include facilities and technology to support computer and pre-recorded media presentations, audio and video teleconferencing. Lectern (fixed) and mobile presenter speech reinforcement shall be provided as well as audience spoken responses. System Functional RequirementsDisplayProvide and install one (1) LED display wall 157.5” wide x 88.625” high1.6mm pixel pitchFront serviceable only80/20 mounting structure with leveling trussWall controller for up to 4K imagingProvide (1) multi-image video wall processor (4) Inputs up to 4K resolution(2) Multi-viewer windows (up to 4)Preset recall capabilitiesNative uncompressed (4:4:4) 4K scalingHDCP compliantVideo/Audio Sources, destination & RoutingVideo conference system Wireless AV deviceDVD recorderCable tunerLaptop interface for lecternWireless microphone system(2) OFE computers located in AV Closet(PC and MAC)Audio from audio conference systemAudio from video conference systemDigital router, 8x8 with specified I/O based on system drawings and NYUHC standardSoundProvide six (16) ceiling mounted loudspeakers for speech reinforcement and program sound.Provide (2) wall recessed trapezoidal speakersProvide one (1) 18” gooseneck microphone mounted to the lectern.Provide eight (8) channels of wireless microphones with handheld transmitter and (2) lavaliere microphones and body packsProvide a programmable audio mixing system with echo cancellation for routing and pre-conditioning of microphone signals. System to include DSP processing for final routing and signal conditioning. Routing and programming to include separate control of speech and program sound to be controlled from A/V control system. Cameras(1) Tracking PTZ video camera shall be provided mounted at the ceiling facing the front of the room for video conferencing.(2) PTZ camera mounted at the front wall of the room for capture of the audience participants Miscellaneous HardwareProvide (1) 44RU equipment racks with accessoriesMilestone CalendarThe following calendar of events is based on planned New York Hospital Center (NYUHC) 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.MilestonesDateTimeRFP Release Date8/25/2016 Intention to respond9/1/20165:00PMVendor Question due9/2/20165:00PMNYUHC Answers to Vendors due9/6/20165:00PMVendor Demos/Site VisitAdress-NYU Langone Medical Center 550 1st Avenue, Smilow Building – 1st floor Multipurpose Room9/1/201610.00AMProposals Due9/9/20165.00 PMRequired 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 NYUHC 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 9/9/2016 5.00 PMSend your complete electronic response via email to: HYPERLINK "mailto:ITSourcing@" 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 NYUHC. 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 NYUHC.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 NYUHC liable for incurred costs and damages.NYUHC Reserves Right to Reject Any and All BidsNothing in this RFP shall create any binding obligation upon NYUHC. Moreover, NYUHC, 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. NYUHC reserves the right to award portion of this bid. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions. Effective Period of PricesAll pricing Proposals by vendor will remain fixed and firm until 09/9/2017. Request for Proposal Scope of WorkScope of WorkGeneral: Provide audio visual systems design, engineering, and installation within all phases and spaces of the project, as defined by the related documents. Systems shall include all devices, equipment, installation, programming and commissioning in accordance with requirements of the contract documents and drawings. The work detailed within the contract documents has been specified to meet certain requirements for performance, appearance, and costs. It shall be the responsibility of the Contractor to implement the guidelines and requirements contained in the contract documents and translate them into a complete design package containing all elements necessary for a complete, operational, and functionally integrated Audio Visual System(s).The Contractor shall provide complete, turnkey multimedia systems performing all of the services and functions as described herein, together with all other apparatus, cable, materials, labor, tools, transportation, and any other resources necessary to provide a complete and working system.Specifically, the work shall include, but is not limited to:Communicating and coordinating with the Owner, Consultant, Architect, and other trades complying with all requirements as defined under this Scope of Work and elsewhere, to fulfill all requirements of this specification.Generating and submitting Shop Drawings as required for approvals and As-Built drawings as specified herein. Providing all cable and pull strings in conduits for the specified systems.Furnishing and/or installing all equipment as specified.Installing Owner supplied equipment as specified.Take delivery of all Owner supplied components and equipment, excluding Room PCs, at Contractor’s staging facility for integration into AV equipment racks. From the initial point of delivery Contractor shall be responsible for storing, integrating and maintaining as part of the system warranty all Owner supplied components. Prior to installation Contractor shall test and verify all functions of Owner supplied components and equipment previously used in existing Owner’s facility. Contractor shall provide a summary report of existing Owner supplied equipment and document any defects or service issues that would prevent existing equipment from reuse as part of this work.Coordinate video conference endpoint provisioning with the Owner’s network and the Owner's existing video conference bridge system or outsourced video conference bridging service.Furnishing all lifts, ladders, scaffolding or other resources as needed for proper safe installation. Coordinating with other trades as needed.Interconnecting all components, both internal and external to rack cabinets.Providing patch cables for connection of all IP-enabled audiovisual equipment to associated data network outlets, including but not limited to Owner supplied Room computers, production computers, laptop connections, control system processors, codecs, and projectors. This applies to all equipment installed by the Contractor, including Owner-Furnished (OFCI) items. Coordinate patch cable requirements with the greater building-wide structured cabling system.Contractor shall coordinate and secure, from the Owner, the IP configuration parameters such as DHCP, IP addresses, subnet information, VLAN setup & authorization, and the like for use by Ethernet equipped system components. The Contractor shall coordinate the installation and configuration of these devices with the Owner’s IT department and/or designated representative.Secure, from the Owner, private IP addresses for use by Ethernet equipped control system processors.Ensuring that all cabling, equipment, and terminations are installed in accordance with accepted industry standards, approved shop drawings, manufacturer’s recommendations and as stipulated herein.Verify that all audiovisual equipment rack locations are provided with adequate clearance, ventilation and cable management systems to ensure all equipment is operating within manufacturer published tolerances.Coordinating and providing cable labels as stipulated by the owner and/or specified herein.Providing cable management hardware as required including in areas audiovisual rack cabinets; between pieces of equipment not housed in rack cabinets; and as required to extend cabling from rack cabinets and equipment to the greater facility cabling infrastructure.Providing custom cover plates, wall plates, I/O connection plates, floor box insert plates as required for a complete and working system. Final selection of finishes shall be coordinated with the Architect and/or Owner. Coordinating with the Consultant, Architect and Owner on the final selection of all technical furniture including design details (make/model), available options, dimensions, cable management needs, color, finish, and the like.Coordinating with furniture manufacturer or others who are providing all necessary furniture/millwork modifications (“cut-outs” or other) as required allowing for a neat and professional installation of integrated technology system components. This includes, but is not limited to: integrated table/lectern “cubbies”, table-top microphones, cable management grommets, etc.Coordinating with the furniture manufacturer, Owner, and Architect on cable management needs and equipment installation requirements in all spaces so equipped and as outlined in ‘Installation Practices’.Coordinate with local entities as necessary (manufacturer, Owner, SBE, FCC, etc.) to determine final channel selection for all wireless devices and resolve conflicts where they may occur. Insuring that all equipment, with the exception of portable equipment, is firmly fastened or attached in place. A safety factor of at least four shall be utilized for all brackets, fasteners and attachments. Provide safety retention cables for overhead equipment such as loudspeakers, projectors, etc.Verifying and Providing all projector lenses as required.Providing all projector mounts, including guy wires, clamps, or support assemblies back to structural members. Obstructions vary from room to room; Contractor must pay close attention to this issue on a room-by-room basis.Mounting / aligning the projectors so that digital keystone correction is not required. Optical lens shift shall be employed, only if necessary, to align the image with the image area. Where possible all projectors mounted below the ceiling shall be mounted and adjusted to be perpendicular to the screen surface.Coordinating with the Construction Manager on the audiovisual control system connection to the projection screens, as required.Adjusting motorized projection screen limits as required optimizing the amount of black drop in conjunction with the projection system and field conditions. Refer to the drawings for specified dimensions. Providing speakers as complete assemblies with back boxes, grilles, tile bridges, wall mounts, hanging hardware and other installation hardware as required.Coordinating with the Architect and Owner on final color selection, and/or the painting of any exposed loudspeakers and any/all exposed system components to match the room’s aesthetics and finishes.Providing control system design submittals and up to two control system design revisions.Developing and installing all custom control programming code as required and/or as specified herein. Providing control system interfaces to motorized screens, as specified.Providing low voltage control system interfaces to facility lighting and share systems where specified.Providing the executable (un- compiled) programming control code as defined herein.Developing and installing all custom software for DSP devices as required to optimize system performance.Generating and Submitting “Progress Reports” as defined herein.Ensuring that all individual components function as intended by this Specification.Ensuring that the entire multimedia systems function as intended by this Specification.Providing any/all patching, caulking, fire stopping, and painting required to restore damaged finishes during installation.Providing to the Owner, upon completion, all accessories and ancillary items included with the manufacturer’s equipment but not used for the physical installation of the device. This shall include all user manuals, remote controls, batteries, tools, installation hardware, carrying cases, protective covers, etc.Testing, adjusting, and fine-tuning the completed systems and components.Coordinating and conducting an acceptance walk-through and sign-off session with the Owner and Consultant.Documenting the completed installed systems as defined herein. Conducting training in systems operation for the Owner’s designated representative(s). Providing “sign-off” documents for each space and/or space type as defined herein.Verifying required cable lengths for all bulk cable or manufactured cable assemblies prior to ordering as outlined in ‘Installation Practices.’Verify AV related infrastructure requirements including conduit, power and data as shown on design drawings is sufficient to meet all AV systems requirements. A written report confirming infrastructure requirements is required from the Contractor within 30 days of award of bid.Verifying all display mounting conditions including width, height and depth of all recesses or architectural cutouts required for displays and other flush mounted equipment. Verifying the accuracy of the manufacturer master quotes where indicated on the audiovisual equipment list or other manufacturer quotation numbers prior to ordering. Where given, master quote numbers or other quotation numbers have been provided for bidding purposes only.Providing a minimum one (1)-year warranty service contract.Providing onsite support staffing as outlined in this Specification.The Contractor shall act as the primary point of responsibility and contact in resolving all audiovisual system defects including those involving Owner Furnished Contractor Installed (OF/CI) equipment.alternatesProvide pricing for alternates listed in the audiovisual systems equipment List accompanying this specificationRequirements and Functional CriteriaPlease answer all questions in Appendix A – Requirements Software and LicensingSoftwareThe Contractor shall secure from the Owner or Owner’s Representative, in writing, approval for all control surface layouts, audio DSP device configurations, or other customized software product applications prior to installation.Pricing Utilizing the attached worksheet provide a detailed price estimate by phase or sub-project, 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 pany Profile and Financial StabilityPlease provide information that will enable us to evaluate your company’s financial stability. We require that you include the following: Company description: including ownership, number of years in business, strategic direction, mission, history, acknowledgements or awardsRecent financial resultsPartner relationships Description of selection criteria for contractor or co-implementation partnersWork force distribution by country, city, state, etc.Total number of employees: include number of project managers, implementation specialists, development engineers, % full time versus contracted, etc.Average number of years of application and implementation experience and business process definition for consultants and managersMethodologies Please provide information that will enable us to evaluate your company’s processes and controls. We require that you include the following: Provide a detailed overview of the company’s project management methodologies including documentation deliverablesPlease provide a description of the company’s quality control proceduresProvide a list of the criteria the company uses to determine project successWork Experience Please provide information that will enable us to evaluate your company’s track record and capabilities. We require that you include the following: Provide a list of designs and/or implementations completed over the past five years and include the below information. Description of the solution environmentBrief description of the design and/or implementation services including: client name, applications implemented, phase approach and duration Design and/or implementation artifactsBusiness Process design and re-engineering artifactsProvide a count of designs and/or implementations completed by members of your team in the healthcare industry over the past three years Detailed description of the most complex design and/or implementation at a customer siteProvide detailed description of value added services that differentiate your company from your competitors.Evaluation Criteria Evaluation Criteria Section 8 - RFP ScopeNYULMC has identified some guiding principles for a successful implementation and are as follows: Provide GAP analysis documentRecommend options in discovery phaseConfigure application to display core functionalityConduct design validationCreate training materialsProvide Go-live supportSection 9 - Requirements and Functional CriteriaRefer to appendix ASection 11 – PricingRefer to pricing worksheet (THIS IS EVALUATED BY SOURCING ONLY)Section 12 - Past Performance and ReferencesList of 3 academic hospitals Section 13 - Company Profile and Financial StabilityCompany descriptionNumber of employeesYears of experiencePartner relationshipsSection 15 - Work ExperienceProvide a list of designs and/or implementations of Advanced Scheduling, Timekeeper, Accruals, Leave, and AttendanceMinimum Design and Implementation ServicesSpecifically, the work shall include, but is not limited to:Communicating and coordinating with the Owner, Consultant, Architect, and other trades complying with all requirements as defined under this Scope of Work and elsewhere, to fulfill all requirements of this specification.Generating and submitting Shop Drawings as required for approvals and As-Built drawings as specified herein. Providing all cable and pull strings in conduits for the specified systems.Furnishing and/or installing all equipment as specified.Installing Owner supplied equipment as specified.Take delivery of all Owner supplied components and equipment, excluding Room PCs, at Contractor’s staging facility for integration into AV equipment racks. From the initial point of delivery Contractor shall be responsible for storing, integrating and maintaining as part of the system warranty all Owner supplied components. Prior to installation Contractor shall test and verify all functions of Owner supplied components and equipment previously used in existing Owner’s facility. Contractor shall provide a summary report of existing Owner supplied equipment and document any defects or service issues that would prevent existing equipment from reuse as part of this work.Coordinate video conference endpoint provisioning with the Owner’s network and the Owner's existing video conference bridge system or outsourced video conference bridging service.Furnishing all lifts, ladders, scaffolding or other resources as needed for proper safe installation. Coordinating with other trades as needed.Interconnecting all components, both internal and external to rack cabinets.Providing patch cables for connection of all IP-enabled audiovisual equipment to associated data network outlets, including but not limited to Owner supplied Room computers, production computers, laptop connections, control system processors, codecs, and projectors. This applies to all equipment installed by the Contractor, including Owner-Furnished (OFCI) items. Coordinate patch cable requirements with the greater building-wide structured cabling system.Contractor shall coordinate and secure, from the Owner, the IP configuration parameters such as DHCP, IP addresses, subnet information, VLAN setup & authorization, and the like for use by Ethernet equipped system components. The Contractor shall coordinate the installation and configuration of these devices with the Owner’s IT department and/or designated representative.Secure, from the Owner, private IP addresses for use by Ethernet equipped control system processors.Ensuring that all cabling, equipment, and terminations are installed in accordance with accepted industry standards, approved shop drawings, manufacturer’s recommendations and as stipulated herein.Verify that all audiovisual equipment rack locations are provided with adequate clearance, ventilation and cable management systems to ensure all equipment is operating within manufacturer published tolerances.Coordinating and providing cable labels as stipulated by the owner and/or specified herein.Providing cable management hardware as required including in areas audiovisual rack cabinets; between pieces of equipment not housed in rack cabinets; and as required to extend cabling from rack cabinets and equipment to the greater facility cabling infrastructure.Providing custom cover plates, wall plates, I/O connection plates, floor box insert plates as required for a complete and working system. Final selection of finishes shall be coordinated with the Architect and/or Owner. Coordinating with the Consultant, Architect and Owner on the final selection of all technical furniture including design details (make/model), available options, dimensions, cable management needs, color, finish, and the like.Coordinating with furniture manufacturer or others who are providing all necessary furniture/millwork modifications (“cut-outs” or other) as required allowing for a neat and professional installation of integrated technology system components. This includes, but is not limited to: integrated table/lectern “cubbies”, table-top microphones, cable management grommets, etc.Coordinating with the furniture manufacturer, Owner, and Architect on cable management needs and equipment installation requirements in all spaces so equipped and as outlined in ‘Installation Practices’.Coordinate with local entities as necessary (manufacturer, Owner, SBE, FCC, etc.) to determine final channel selection for all wireless devices and resolve conflicts where they may occur. Insuring that all equipment, with the exception of portable equipment, is firmly fastened or attached in place. A safety factor of at least four shall be utilized for all brackets, fasteners and attachments. Provide safety retention cables for overhead equipment such as loudspeakers, projectors, etc.Providing speakers as complete assemblies with back boxes, grilles, tile bridges, wall mounts, hanging hardware and other installation hardware as required.Coordinating with the Architect and Owner on final color selection, and/or the painting of any exposed loudspeakers and any/all exposed system components to match the room’s aesthetics and finishes.Providing control system design submittals and up to two control system design revisions.Developing and installing all custom control programming code as required and/or as specified herein. Providing the executable (uncompiled) programming control code as defined herein.Developing and installing all custom software for DSP devices as required to optimize system performance.Generating and Submitting “Progress Reports” as defined herein.Ensuring that all individual components function as intended by this Specification.Ensuring that the entire multimedia systems function as intended by this Specification.Providing any/all patching, caulking, fire stopping, and painting required to restore damaged finishes during installation.Providing to the Owner, upon completion, all accessories and ancillary items included with the manufacturer’s equipment but not used for the physical installation of the device. This shall include all user manuals, remote controls, batteries, tools, installation hardware, carrying cases, protective covers, etc.Testing, adjusting, and fine-tuning the completed systems and components.Coordinating and conducting an acceptance walk-through and sign-off session with the Owner and Consultant.Documenting the completed installed systems as defined herein. Conducting training in systems operation for the Owner’s designated representative(s). Providing “sign-off” documents for each space and/or space type as defined herein.Verifying required cable lengths for all bulk cable or manufactured cable assemblies prior to ordering as outlined in ‘Installation Practices.’Verify AV related infrastructure requirements including conduit, power and data as shown on design drawings is sufficient to meet all AV systems requirements. A written report confirming infrastructure requirements is required from the Contractor within 30 days of award of bid.Verifying all display mounting conditions including width, height and depth of all recesses or architectural cutouts required for displays and other flush mounted equipment. Verifying the accuracy of the manufacturer master quotes where indicated on the audiovisual equipment list or other manufacturer quotation numbers prior to ordering. Where given, master quote numbers or other quotation numbers have been provided for bidding purposes only.Providing a minimum one (1)-year warranty service contract.Providing onsite support staffing as outlined in this Specification.The Contractor shall act as the primary point of responsibility and contact in resolving all audiovisual system defects including those involving Owner Furnished Contractor Installed (OF/CI) equipment alternates.Provide pricing for alternates listed in the audiovisual systems equipment List accompanying this specification.Enterprise Business ApproachDescribe your project management approach as it applies to this project. Be sure it addresses resources, assumptions, guiding principles, timeline, risk assessment, and business readiness.Describe recommended implementation strategy to achieve results in optimal time throughout the whole project.Describe how you manage quality of service delivery and how you will resolve performance issues if they should arise.Are you willing to provide project resources for the entire duration of the project? Dedicated resources cannot be replaced without NYULMC's expressed written permission.Describe proposed training approach/methodology. If providing multiple options document the pros/cons for each and your recommended approach.Describe Change Management and adoption approach. Define typical Change Management issues you encountered during similar projects.Define go live as well as post go live support and infrastructure, along with help desk servicesProposed Staffing ApproachProvide an outline of a proposed staffing for this engagement and include the below information. Reporting relationshipsResource skill setProject role and responsibilitySuggested work locationNamed assignments and resumesNumber of years of experience relevant to this projectIndicate the engagements in which the team member participated and their roleStandard hourly rateNYU 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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