BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)

BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
#SS-1409. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting
purchasing office on or before the date and time that the bid is due. Bids dated and time stamped
in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of
a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being
properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not
included with sample packages or other bids. Bid openings are public unless otherwise specified.
Records will be available for public inspection after issuance of the notice of intent to award or the
award of the contract. Bidder should contact person named below for an appointment to view the
bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless
otherwise noted. The attached terms and conditions apply to any subsequent award.
University of Wisconsin-Eau Claire
Purchasing Office, Schofield Hall 103
105 Garfield Ave.
Eau Claire, WI 54701
REQUEST FOR BID SS-1409
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
August 28, 2013 2:30 PM
Name (Contact for further information)
Steve Slind
Date
715-836-4643
August 6, 2013
Quote Price and Delivery FOB
Destination Installed
Fax bids are accepted
Item
No.
Quantity
and Unit
Fax bids are not accepted
Price
Per Unit
Description
Total
University of Wisconsin-Eau Claire Requests Bids for a
Paging and Background Music System for Hilltop Center.
Bids will be accepted per the:
Special Conditions of Bid
Standard Terms and Conditions
Specifications of Bid
Drawings
Itemized Bid Form
To Request a Site Visit or CAD drawings
Contact Jason Anderson
715-836-4809 or [email protected]
Fax Bids To: 715-836-2020
For visitor parking permit contact the Parking office
715-836-2002
Payment Terms
Delivery Time
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in
our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
States.
Yes
No
Unknown
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder,
competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of
perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
(
Fax
(
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
)
)
Social Security No. if Sole
Proprietor (Voluntary)
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms and Conditions
1.0
SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are
used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are
bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of
Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in
rejection of their bid/proposal.
2.0
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully,
on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict
compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
3.0
QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete ,
seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.
4.0
QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease
quantities to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
6.0
PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for
educational discounts. Unit prices shall reflect these discounts.
6.1
Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or
contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price s hall govern in the bid/proposal
evaluation and contract administration.
6.2
Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be
subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30)
calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increas es to the contractor which are
demonstrated to be industry-wide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and
contracts or agreements.
6.3
In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms
allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).
7.0
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any
technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin.
Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/ proposal is
due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a
bid/proposal by the purchasing office.
9.0
METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No
other purchase orders are authorized.
11.0
PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days
of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to
purchase order number and submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
12.0
TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its
purchases except Wisconsin excise taxes as described below.
The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor,
wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its
purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors
performing construction activities are required to pay state use tax on the cost of materials.
13.0
GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials
shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the
administrative costs.
14.0
ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request
except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract
and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance,
or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.
15.0
APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at
all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract
and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the
requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves
the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal
procurement and non-procurement contracts.
16.0
ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting
from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.
17.0
ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior
written consent of the State of Wisconsin.
18.0
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the
production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of
direct labor are performed by severely handicapped individuals.
19.0
NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees
not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This
provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation,
the contractor further agrees to take affirmative action to ensure equal employment opportunities.
19.1
Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the
contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen (15)
working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the
plan and technical assistance regarding this clause are available from the contracting state agency.
19.2
The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the
contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of
the contract, or withholding of payment.
20.0
PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were
manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles described herein will not infringe
any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the State of Wisconsin
(provided that such contractor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by
reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety
requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be
warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a
minimum and must be honored by the contractor.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
23.1
Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this
agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability
and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract.
Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.
23.3
The state reserves the right to require higher or lower limits where warranted.
24.0
CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.
25.0
Wisconsin.
VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of
26.0
PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review,
and approval of procurement activities.
Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the
notice of intent to award or the award of the contract.
27.0
PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal
itself. Proprietary information submitted in response to a request will be handled in accordance with applicable State of Wisconsin procurement
regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's
responsibility to defend the determination in the event of an appeal or litigation.
27.1
Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities
or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the State of Wisconsin.
27.2
Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and
which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law,
must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part
of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.
28.0
DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any organization in
which a state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if
this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state
unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the State of
Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).
State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements, s.
16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically
and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under
29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or
other subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made
without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written
authorization of the contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees
from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from
the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement
is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is
otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone
(608) 261-7577.
34.0
WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the
University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work centers cer tified under the
State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its
catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses.
35.0
FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable
control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and
unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence
of the party.
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # SS-1409 includes proprietary and confidential information which
qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the
Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as
confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or
process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not being
readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section
Page #
Topic
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED
HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF
CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE
STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open
to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:

will contact the contractor directly to place orders referencing the state agency contract number; and

are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
Commodity/Service
City
State
)
ZIP + 4
Request for Bid/Proposal Number
This form can be made available in accessible formats upon request to qualified individuals with disabilities
SUBMITTAL INSTRUCTIONS
A completed and signed bid response must be received and time stamped in by UW-Eau Claire Purchasing prior to the stated opening
time to be considered. Bids not so stamped shall be considered late. Late bids shall be rejected. We have supplied you with a return
label. Please fill in your vendor name on the return label to help us identify this transaction. Please use one of the options below for
return of your bid.
MAILING: Two (2) copies of mailed bid must be received at University of Wisconsin-Eau Claire, Purchasing Office, Schofield Hall
103, 105 Garfield Ave, Eau Claire, WI 54701; 715-836-4643
FAX: One copy to 715-836-2020. One copy mailed or delivered to the address above within one day after the bid due date.
HAND DELIVERY: Two (2) copies hand-delivered bid may be done by vendor or third-party/courier service. Proposals must be
received at University of Wisconsin-Eau Claire, Purchasing Office, Schofield Hall 103, 105 Garfield Ave, Eau Claire, WI 54701; 715836-4643
RETURN ADDRESS LABEL:
OFFICIAL SEALED BID
NUMBER: SS-1409
PAGING AND BACKGROUND MUSIC SYSTEM
DUE DATE: August 28, 2013
TIME: 2:30 PM
PUBLIC OPENING
INSERT
VENDOR NAME HERE:
____________________________________
ADDRESS:
________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-EAU CLAIRE
PURCHASING OFFICE SCHOFIELD HALL 103
105 GARFIELD AVENUE
EAU CLAIRE, WI 54701
UW-Eau Claire
August 2, 2013
Paging and Background Music System
Special Conditions of Bid
Request for Bid SS-1409
SCOPE:
The University of Wisconsin-Eau Claire is requesting bids for equipment, materials and installation of a paging and
background music system with some local sound reinforcement system for Hilltop Center. Delivery and installation is
requested to begin as soon as possible after receipt of a purchase order by the Contractor. Project completion is
requested for January 15, 2014.
See SPECIFICATIONS, PRODUCT LISTS and/or ITEMIZED BID LIST for the minimum acceptable specifications for
products desired. If you are bidding an alternative product, please provide complete specifications (performance
features, and descriptive brochure or detail for units you propose to furnish), clearly identified by manufacturer’s name
and catalog number. See “Standard Terms and Conditions,” items 1.0, 2 .0 and 3.0.
Conditions of bid, which include the word “must” or “shall” describe a mandatory minimum requirement. All
specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply
with a given specification or condition of bid, purchasing reserves the right to delete that specification, condition of bid
or item.
Failure to meet a mandatory requirement could disqualify your bid.
Revisions to this bid may be made only by an official written amendment issued by Purchasing.
Retain a copy of your bid response for your files. If a contract is developed from this request for bid, these documents
will become terms and conditions of the contract.
MINORITY BUSINESS PARTICIPATION:
The UW-Eau Claire is committed to the promotion of minority business in the State’s purchasing program and a goal of
placing 5 percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in
Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2).
A listing of certified minority businesses, as well as services and commodities they provide is available from Department
of Commerce, Office of Minority Business Development: 608-261-7729. Questions regarding certification of minority
businesses should be directed to DOA Minority Business Program at 608-267-7806.
BID RESPONSE REQUIREMENTS:
Send two copies of the requested documents listed below. If responding via Fax, send only one copy Fax and the
second copy must be sent by, mail or courier within one (1) working day of the bid due date.
1. Request for Bid DOA-3070
2. Designation of Confidential and Proprietary Information DOA-3027
3. Vendor Agreement DOA-3333
4. Vendor Reference DOA-3478
5. Itemized Bid Form
6. List of three (3) paging and music systems of comparable complexity and scope that the bidder has supplied and
installed.
BIDDER QUALIFICATIONS:
To be eligible for an award, you must be qualified and be able to provide the following as required. Failure to meet the
qualifications or to provide this information may be cause for disqualification of your bid.
1. Bidder must designate a person in their company to provide on-going communication, coordinate service, answer
questions and expedite delivery during the contract period.
2. Bidder must be an original manufacturer, distributor or a dealer authorized by the manufacturer to sell, install and
service the products bid. All of the manufacturer’s product liability and warranty shall apply through the bidder’s
contractual relationship with the manufacturer. Bidder shall be able to provide service and support for the equipment for
the period that it is used at this location.
3. Bidder shall have a minimum of five years’ experience in sales, installation and service of comparable paging and
music systems.
4. Bidder must be prepared to honor the equipment manufacture’s standard warranty. Indicate in your response any
cases where warranty being offered is different than standard warranty.
5. Bidder shall submit a list of at least three paging and music systems of comparable complexity and scope that the
bidder has supplied and installed. List to include contact information for each project.
6. Contractor shall have a record of satisfactorily completing past projects. Criteria which will be considered in
determining satisfactory completion of projects by the contractor will include but is not limited to;
 Completed contracts in accordance with the contract document
 Diligently pursued execution of the work and completed contracts according to the established time schedule
unless extensions were granted by the owner
 Fulfilled guarantee requirements of the contract documents
7. UW-Eau Claire shall be the sole judge of bidder’s qualifications.
DELIVERY, STORAGE AND HANDLING:
Equipment delivery and installation is requested as soon as practical after an award. The actual delivery/assembly
scheduling will be coordinated with Jason Anderson, 715-836-4809; [email protected]
F.O.B. Destination Freight Prepaid Included and Installed:
Products are to be delivered to Central Receiving, 651 University Drive, Eau Claire, WI 54701unless an alternate
location is approved by Jason Anderson or his designee. Bid prices are to include all packing, transportation, set-up,
insurance charges and instructional, service and operators manual charges.
If bidding other than F.O.B. Destination, as stated above, F.O.B. point and shipping charges must be identified on the
Itemized Bid Form. This cost will be added to the bid total for determining the award.
Duty charges (FOB=DDP Destination Duty Paid), if applicable (includes but not limited to documentation fees, freight,
customs clearance, tax, etc.), must be included in the proposed price and referenced as separate costs on the Itemized Bid
List. A copy of the duty free paperwork, with the vendor portion filled out must be submitted to Purchasing at time of
award.
ON SITE SERVICE:
In carrying out the scope of the project described in the RFB, the contractor may be required to perform services on
University property. Bidders cost must include all business transportation and insurance charges.
The insurance requirements listed in section 23.0 of the Standard Terms and Conditions are the minimum required by the
State of Wisconsin. The contractor and any subcontractor receiving an award, from this bid must send a certificate of
insurance to the purchasing office at UW-Eau Claire, which indicates compliance, prior to providing services.
Certificate shall list UW-Eau Claire as the Certificate Holder.
METHOD OF BID:
Bidder shall submit the quantity and price for all items listed and the totals as per the Itemized Bid Form.
METHOD OF AWARD:
Award shall be made on the basis of the lowest responsive and responsible total system cost that is in the best interest of
the University. Timeliness of delivery and project completion may be used in the evaluation of bid submittals when
appropriate.
INVOICING AND PAYMENT:
Invoices shall be sent to the Accounts Payable address indicated on the purchase order. All invoices shall reference the
purchase order number. The University must meet a statutory mandate to pay or reject an invoice within 30 days of
receipt of a properly submitted invoice.
ADDITIONAL INFORMATION:
1. Contractor shall hold the State Harmless and shall indemnify the State and its agencies and employees against any
and all claims, suits, action, liabilities and costs of any kind, including attorney’s fees, for personal injury or to
property arising from the acts or omissions of the Contractor, its agents, officer, employees or subcontractors.
Contractor shall not be liable for any injury or damage as a result of any negligent act or omission committed by the
State.
2. Property Damage: Should university equipment or buildings be damaged as a result of sole negligence of the
contractor during the installation and training the contractor will be responsible for repairing to the original condition
or replacement. The university will have the final say on whether repair or replacement is acceptable.
3. Technical questions regarding this commodity should be directed to Jason Anderson, University Centers; 715-8364809. Contact Steve Slind, 715-836-4643 if you have questions regarding the bid process.
NOTIFICATION TO BIDDERS:
The State has implemented a registration service on an internet system called “VendorNet” to enable vendors to receive
notice of all official sealed bids/proposals (over $50,000.00) as solicited by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area, please call
264-7897.
SAFETY:
Any equipment bid must come complete with all safety shield, decals and warning labels at time of delivery. Equipment
must meet all safety regulations in place for this type of research equipment.
PARKING:
The contractor is responsible for acquiring parking passes for vehicles on campus during the installation process. All
parking rules and regulations must be observed. For parking information contact Parking and Transportation at 715-8362002.
WARRANTY:
This Contractor shall guarantee all materials, labor, equipment, etc., one (1) year from date of substantial completion of
this work. This guarantee shall include all labor, material and travel time. Warranty shall cover any and all system
failure or malfunction not directly attributable to acts of God, abuse or use contrary to written instructions from the
Contractor.
Owner-provided equipment shall not be covered under Contractor warranty, unless the problem is due to improper
installation of owner-provided equipment.
Respond with remedy to a trouble call within 24 hours after receipt of such call during normal weekday hours, within 48
hours after receipt of such a call during the weekend. Provide service phone number valid during normal business hours
(8:00 a.m. – 5:00 p.m. CST) Monday through Friday.
During warranty period, provide temporary “loaner” replacement equipment without charge when immediate repairs
cannot be made on site.
ENERGY STAR:
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star
requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM)
and the EPA. It is not mandatory that every device offered meet Energy Star requirements but the bulk of the product
line should be energy efficient.
ENVIRONMENTALLY FRIENDLY (“GREEN”) PRODUCT:
Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly
production methods, or that can be recycled at the end of their service life. The University will make every effort to
purchase “Green” products wherever feasible or possible based on individual project needs and funding available.
BACKGROUND CHECKS:
The contractor warrants they are supplying employees who have passed a background check. The contractor warrants
they are screening employees for: Social Security Trace, County Level Criminal Search (in all counties as found by the
trace), and National Sex Offender Search in a background check. Contractor agrees to defend, indemnify and hold
harmless the University, its officers, directors and employees for any claims, suits or proceedings alleging a breach of the
warranty.
CHILD ABUSE AND NEGLECT:
On December 19, 2011, Governor Scott Walker signed Executive Order #54 that states “all University of Wisconsin
System (UWS) professors, administrators, coaches, and other UWS employees shall report child abuse or neglect
immediately if the employee, in the course of employment, observes an incident or threat of child abuse or neglect, or
learns of an incident or threat of child abuse or neglect, and the employee has reasonable cause to believe that child
abuse or neglect has occurred or will occur.” A child “means a person who is less than 18 years old.”
In entering into a contract with the University of Wisconsin-Eau Claire to provide services, you become a mandated
reporter per Executive Order #54. If, in the course of your company’s contractual service, the contractor (or its agent or
employee) observes an incident or threat of child abuse or neglect, or learns of an incident of child abuse or neglect, you
are required to report it. Report your concerns of child abuse or neglect to either the UW-Eau Claire Police Department
at 715-836-2222, the Eau Claire City/County Police Department at 715-839-4972, or Eau Claire Human Services at 715839-2300.
The UW-System Child Safety website http://www.uwsa.edu/gc-off/child-safety has been prepared to help comply with
Executive Order #54 and continue to keep our UW communities safe places for children. The website includes links to
Executive Order #54, FAQs, Guidelines, and other UW-System and State resources.
UW-Eau Claire
August 2, 2013
Paging and Background Music System
Request for Bid SS-1409
Specifications of Bid
DESIGN INTENT
Provide installation of a complete working paging & background music system with some local sound reinforcement
system for Hilltop Center, floors one and two, including a large-format DSP I/O server, amplifiers, microphones,
speakers and all cabling and accessories needed for a complete installation. The two floors shall be operational as their
own separate systems with individual inputs and control, or combined into one system for full building operations.
All equipment shall be provided by the Contractor, except where specifically noted in the plans or spec. A list of Ownerprovided components for the Contractor to install is provided at the beginning of Part 2 in this spec. The Contractor is
responsible for installation and providing any wire, mounting hardware and any other material or equipment necessary
for the proper, normal operation of the systems. Furnish all materials, labor, drawings and programming to provide a
complete and professionally installed system. This includes - but is not limited to - furnishing and installing cable, cable
supports, racking and termination components, termination, testing, labeling and documentation.
Coordinate with UW Eau Claire regarding conduit, enclosure and device locations. Wiring that is not in UW Eau Claire
provided conduit and boxes shall be in some type of Contractor-provided Wiremold.
WORK SEQUENCE
During the construction period, coordinate schedule and operations with UW Eau Claire.
UW Eau Claire staff electricians shall provide all high-voltage wiring, conduit, junction boxes and outlets. These
locations shall be coordinated and verified between UW Eau Claire electricians, project representative and Contractor
before either the UW Eau Claire electricians or Contractor begins work onsite.
QUALITY ASSURANCE
Bidder shall have a minimum of five years’ experience installing comparable arena audio systems and shall be regularly
engaged in the installation and service of permanently installed arena audio systems.
Bidder shall be prepared to submit references for at least three projects of comparable complexity and scope that the
bidder has completed within the last five years as well as the O&M manual for the above job. Include all as-built
drawings, block diagrams and custom plate drawings.
Bidder shall own and utilize acoustical measurement test instruments equivalent to Gold-Line TEF, Smaart or EASERA
to tune and commission the sound system.
Bidder shall be factory trained and certified for installing and programming the selected DSP equipment.
UW Eau Claire shall be the sole judge of Contractor’s qualification.
Bidder shall comply with Broadcast and Professional Audio & Video Industry standards and practices. All
specifications are indicative of the minimum acceptable quality.
DELIVERY, STORAGE AND HANDLING
Cable and materials shall be stored according to manufacturer's recommendations as minimum. In addition, cable and
materials must be stored in a location protected from vandalism and weather. If cable is stored outside, it must be
covered with opaque plastic or canvas with provision for ventilation to prevent condensation and for protection from
weather. If air temperature at cable storage location will be below 4 degrees C., the cable shall be moved to a heated (10
degrees C. minimum) location. Materials cannot be stored outside.
If the contractor wishes to have a trailer on site for storage of cable and materials, arrangements shall be made with the
Owner. If necessary, cable and materials shall be stored off site at the contractor's expense.
DRAWINGS
It shall be understood that the electrical and technology details and drawings provided with the specification package are
diagrammatic. They are included to show the intent of the specifications and to aid the Contractor in bidding the job.
The Contractor shall make allowance in the bid proposal to cover whatever work is required to comply with the intent of
the plans and specifications.
The Contractor shall verify all dimensions at the site and be responsible for their accuracy.
Prior to submitting the bid, the Contractor shall call the attention of UW Eau Claire to any materials or apparatus the
Contractor believes to be inadequate and to any necessary items of work omitted, within ten (10) days prior to the Bid
Due Date.
No substituted materials shall be allowed except by written approval from UW Eau Claire.
SUBMITTALS
Prior to the start of work the Contractor shall submit two (2) sets of Manufacturer’s Data covering all products proposed
indicating construction, materials, ratings and all other parameters identified in Part 2 (Products) below.
Include drawings and templates defining exact punching and engraving requirements for receptacles, jack plates, panels
and control devices. Include details relating to terminology, engraving, finish and color.
Include detail of planned speaker mounting methods and hardware. Also include speaker aiming angles (for non-ceiling
tile speakers) to verify coverage of the space.
Include detail of DSP programming blocks, including I/O routing, user presets and basic DSP structure (EQ, feedback
control and comp/limit blocks).
Include detail of Crestron programming layout and touch screen pages. UW Eau Claire has a standard format / button
layout that will be shared with the Contractor prior to programming.
Submittals should be grouped to include complete documentation of related systems, products and accessories in a single
submittal. Where applicable, dimensions should be marked in units to match those specified.
Submittals shall be original catalog sheets, photocopies, or electronic format (ADOBE Portable Document format “.pdf”)
thereof. Facsimile (fax) sheets shall not be accepted.
UW Eau Claire shall review the Submittals and annotate them indicating approvals and shall return to the contractor.
Work shall not proceed without UW Eau Claire’s approval of the submitted items.
PART 2 – PRODUCTS
OWNER EXISTING EQUIPMENT
The following equipment will be provided by owner for the Contractor to install. Quantity is (1) one unless otherwise
noted:
First Floor:
LabGruppen C16:4 Amplifier
Teac Tuner
Proco AVP Input Plate
Second Floor:
Denon CD / Tuner Combo Deck
Sirius Satellite Radio Receiver w/Rack Kit (Qty 4)
Weather Radio
CONTRACTOR-PROVIDED EQUIPMENT – FIRST FLOOR
Wireless Handheld Microphone System: Channel-selectable wireless microphone system with data port for setup and
monitoring, includes rack kit and e835 capsule. Sennheiser EW335G3. Coordinate frequency band with UW Eau Claire
(A / B or G). Quantity as shown on block diagram.
Wireless Microphone Antenna Distribution: Power and antenna distribution for up to 4 receivers. Includes omni paddle
antennas, power supplies, BNC cables and rack kit with the system. Sennheiser G3OMNIKIT4 in the same frequency
band as handheld microphone systems.
Paging Microphone: Desktop unidirectional microphone with push-to-talk button. Bogen MBS1000A.
Control Processor: Small format processor with Crestron Core 3 OS. Includes 2 RS-232, 2 USB, 2 relay and 5 IR ports
plus Cresnet and LAN connections. Also includes audio in / out RCAs and video out. Crestron MC3 with power
supply, adapter cables and rack kit as needed.
Control Touch Panel (C): Touch panel with a 2.8” color LCD display with 5 programmable buttons, powered by PoE.
Crestron TPMC-3SM-B-S w/PWE-4803RU PoE injector. Quantity and location as shown on blueprints.
DSP Server Main Frame: Modular scalable I/O, DSP and networked end-points with a digital media backbone of AVB.
Biamp Tesira Server-IO AVB w/additional DSP-2 Card.
DSP Server I/O: Input and output cards for main frame. Biamp Tesira SIC-4 and SOC-4. Quantity and type as shown on
block diagram.
DSP Server VoIP Interface: VoIP input card for main frame. Biamp Tesira SVC-2.
DSP Ethernet Switch: 24-port Gigibit switch designed for AVB network. Biamp Netgear GS724T AVB.
DSP Controller: Programmable control interface with multiple volume and preset selections. Biamp TEC-1s w/POE36U
PoE Injector. Mount on rack front for control at rack location.
Amplifier (Bowling Alley): Four-channel amplifier rated at 1200 Watt (4ohm) or 1000 Watt (8ohm), also capable of
16ohm, 2ohm and 70V operation. Channels may be bridged. LabGruppen C48:4.
Speakers (S1): Full-range two-way speakers with 8” LF drive for bowling alley coverage, quantity and placement as
shown on prints. Electro-Voice ZX1i-90 w/mounting hardware.
Subwoofer (SB): 18” subwoofer at base of the main column for bowling alley system, placement as shown on prints.
Electro-Voice QRX-118S-BLK w/disconnect plate on column.
Speakers (S): Ceiling speaker w/integrated back box, mounting clips and grille, 6” LF driver, 70V transformer, quantity
and placement as shown on prints. Tannoy CVS6.
Equipment Rack (R1): Wall-mount rack 21RU and 23” Deep with 1 pair of adjustable front rails equal to Lowell LWR2123 with LFD-21FV vented door and blank panels to cover any un-used spaces. Include 1 drawer, 3RU and 1 clamping
shelf for the tuner, 2RU.
AC Distribution (Main): Multi-outlet power distribution, 20 amp, remote trigger capability and sequencing. Furman
CN-2400S or equal by SurgeX.
AC Distribution (Secondary): Single duplex power conditioner, 20 amp, remote trigger capability for sequencing off of
the Furman CN-2400S. Unit shall provide dedicated circuit for the LabGruppen C48:4 amplifier. Furman CN-20MP or
equal by SurgeX.
Mic Level Signal Cable: Splice-free AWG 22 two-conductor shielded plenum equal to West Penn D25454 or Gepco
61801HS
Line Level Signal Cable: Splice-free AWG 22 two-conductor shielded plenum equal to West Penn D25454 or Gepco
61801HS
Twisted Pair Cable: Splice-free CAT5e plenum by General Cable, West Penn or Belden. Verify exact CAT5e
requirements with owner and DSP manufacturer.
Speaker Signal Cable (Bowling Alley): Splice-free AWG 12 two-conductor unshielded plenum equal to West Penn
25227B or Belden 6000UE.
Speaker Signal Cable (Ceiling): Splice-free AWG 18 two-conductor unshielded plenum equal to West Penn 25224B or
Belden 6300UE.
System Aux Jack (A1): Provide stereo RCA and 3.5mm jack Decora style plate with built-in transformer to mono linelevel output equal to RDL D-CIJ3 (equal by ProCo or Rapco/Horizon). Quantity and location as shown on blueprints.
Also provide an in-line transformer of the same type between the owner-provided tuner and the DSP server.
System Aux Jack (A2): Reconnect existing Proco AVP plate into new audio system. Location as shown on blueprints.
System Mic Jack (M1): Provide paging microphone input, 3-pin female XLR jack. Quantity and location as shown on
blueprints. If the M1 is shown on its own, plate shall be stainless steel 1-gang. If the M1 is shown next to an A1 jack,
plate shall be Decora style equal to RDL D-J1 (equal by ProCo or Rapco/Horizon) and mount in the same Decora frame
as the A1 jack. Jacks by Neutrik or Switchcraft.
CONTRACTOR-PROVIDED EQUIPMENT – SECOND FLOOR
Wireless Handheld Microphone System: Channel-selectable wireless microphone system with data port for setup and
monitoring, includes rack kit and e835 capsule. Sennheiser EW335G3. Coordinate frequency band with UW Eau Claire
(A / B or G). Quantity as shown on block diagram.
Wireless Microphone Antenna Distribution: Power and antenna distribution for up to 4 receivers. Includes omni paddle
antennas, power supplies, BNC cables and rack kit with the system. Sennheiser G3OMNIKIT4 in the same frequency
band as handheld microphone systems.
Paging Microphone: Desktop unidirectional microphone with push-to-talk button. Bogen MBS1000A.
Control Touch Panel (C): Touch panel with a 2.8” color LCD display with 5 programmable buttons, powered by PoE.
Crestron TPMC-3SM-B-S w/PWE-4803RU PoE injector. Quantity and location as shown on blueprints.
DSP Expander (Type 1): Modular expander box for additional I/O. Biamp Tesira EX-MOD w/EIC-4 and EOC-4 cards.
Quantity as shown on block diagram.
DSP Expander (Type 2): Fixed-frame 4 channel expander box for additional I/O. Biamp Tesira EX-IN w/POE36U PoE
Injector. Quantity as shown on block diagram.
Speakers (S): Ceiling speaker w/integrated back box, mounting clips and grille, 6” LF driver, 70V transformer, quantity
and placement as shown on prints. Tannoy CVS6.
Speakers (S2): Surface wall-mount speaker w/u-bracket, 4” LF driver, 70V transformer, quantity and placement as
shown on prints. Tannoy DVS4T.
Equipment Rack (R2): Wall-mount rack 21RU and 23” Deep with 1 pair of adjustable front rails equal to Lowell LWR2123 with LFD-21FV vented door and blank panels to cover any un-used spaces. Include 1 drawer, 3RU and 1 clamping
shelf for the tuner, 2RU.
AC Distribution (Main): Multi-outlet power distribution, 20 amp, remote trigger capability and sequencing. Furman
CN-2400S or equal by SurgeX.
Mic Level Signal Cable: Splice-free AWG 22 two-conductor shielded plenum equal to West Penn D25454 or Gepco
61801HS
Line Level Signal Cable: Splice-free AWG 22 two-conductor shielded plenum equal to West Penn D25454 or Gepco
61801HS
Twisted Pair Cable: Splice-free CAT5e plenum by General Cable, West Penn or Belden. Verify exact CAT5e
requirements with owner and DSP manufacturer.
Speaker Signal Cable: Splice-free AWG 18 two-conductor unshielded plenum equal to West Penn 25224B or Belden
6300UE.
System Aux Jack (A1): Provide stereo RCA and 3.5mm jack Decora style plate with built-in transformer to mono linelevel output equal to RDL D-CIJ3 (equal by ProCo or Rapco/Horizon). Quantity and location as shown on blueprints.
Also provide an in-line transformer of the same type between the owner-provided CD player, weather radio and Sirius
radios and the DSP server.
System Mic Jack (M1): Provide paging microphone input, 3-pin female XLR jack. Quantity and location as shown on
blueprints. If the M1 is shown on its own, plate shall be stainless steel 1-gang. If the M1 is shown next to an A1 jack,
plate shall be Decora style equal to RDL D-J1 (equal by ProCo or Rapco/Horizon) and mount in the same Decora frame
as the A1 jack. Jacks by Neutrik or Switchcraft.
System Mic Jack (M2): Provide stainless steel microphone input plate with 4 x 3-pin female XLR jacks. Quantity and
location as shown on blueprints. Jacks by Neutrik or Switchcraft.
PART 3 - EXECUTION
GENERAL
Contractor shall furnish and install all cables, connectors and equipment as shown on drawings and as specified above.
It shall be noted that all cables shall be installed in continuous lengths from endpoint to endpoint. No splices shall be
allowed unless noted otherwise.
Refer to Project Drawings which indicate the cable routes to follow and the termination location(s) in the arena.
It is the contractor's responsibility to survey the site and include all necessary costs to perform the installation as
specified. Beginning installation means contractor accepts existing conditions.
The contractor will be responsible for identifying and reporting to the Site Coordinator(s) any existing damage to walls,
flooring, tiles and furnishings in the work area prior to start of work. All damage to interior spaces caused by the
installation of cable, raceway or other hardware must be repaired by the Contractor. Repairs must match preexisting
color and finish of walls, floors and ceilings. Any contractor-damaged ceiling tiles are to be replaced by the contractor to
match color, size, style and texture.
Where unacceptable conditions are found, the Contractor shall bring this to the attention of the construction supervisor
immediately. A written resolution will follow to determine the appropriate action to be taken.
Qualified personnel utilizing state-of-the-art equipment and techniques shall complete all installation work. During
pulling operation an adequate number of workers shall be present to allow cable observation at all points of duct entry
and exit as well as the feed cable and operate pulling machinery.
WIRING
Cable pulling shall be done in accordance with cable manufacturer’s recommendations and ANSI/IEEE C2 standards.
Manufacturer’s recommendations shall be a part of the cable submittal. Recommended pulling tensions and pulling
bending radius shall not be exceeded. Any cable bent or kinked to radius less than recommended dimension shall not be
installed. If any installed cable is kinked to a radius less than recommended dimension it shall be replaced by the
contractor with no additional cost to the project.
All wiring shall be run in conduit, in a secured metal raceway or in modular furniture as designated on the floorplan(s).
All cable shall be free of tension at both ends.
Avoid abrasion and other damage to cables during installation.
Pulling Lubricant may be used to ease pulling tensions. Lubricant shall be of a type that is non-injurious to the cable
jacket and other materials used. Lubricant shall not harden or become adhesive with age.
The Cable system will be tested and documented upon completion of the installation as defined in the Section below.
A pull cord (nylon; 1/8” minimum) shall be co-installed with all cable installed in any conduit.
Should it be found by UW Eau Claire, that the materials or any portion thereof, furnished and installed under this
contract, fail to comply with the specifications and drawings, with the respect or regard to the quality, amount of value of
materials, appliances or labor used in the work, it shall be rejected and replaced by the Contractor and all work
distributed by changes necessitated in consequence of said defects or imperfections shall be made good at the
Contractor's expense.
Care should be taken in the use of cable ties to secure and anchor free-run cabling and cabling inside racks. Ties should
not be over tightened as to compress the cable jacket. No sharp burrs should remain where excess length of the cable tie
has been cut.
Cable sheaths shall be protected from damage from sharp edges. Where a cable passes over a sharp edge, a bushing or
grommet shall be used to protect the cable.
A coil of 4 feet in each cable shall be placed in the ceiling at the last support (e.g. J-Hook, Bridal Ring, etc.) before the
cables enter a fishable wall, conduit, surface raceway or box. These "service loops" shall be secured at the last cable
support before the cable leaves the ceiling and shall be coiled from 100% to 200% of the cable recommended minimum
bend radius.
Inside the rack, bundle cables according to nominal levels. Microphone, line level, speaker, video and power cables
must be routed separately on nominal four-inch centers. Route power, video and speaker cables on one side of rack;
route microphone, line level cables and telephone/data cables on the other side.
All cables and wiring are to be logically, legibly and permanently labeled for easy identification. Each wire shall be
permanently marked with a number at each end. This applies to wire within a rack assembly as well as wire running in
conduit. Only machine printed heat shrink or self-laminating labels will be acceptable. Kroy, Panduit or Brady labels are
typical.
Assign a unique alphanumeric designation to each microphone cable. Locate the cable designation at the start and end of
each cable run, within 2 inches of the point of termination or connection. These cable designations shall also be recorded
on the as-built drawings.
EQUIPMENT INSTALLATION
Support loudspeakers and subwoofers securely, maintaining a 5:1 safety margin. Chain is NOT acceptable.
Contractor shall furnish all mounting brackets, raceways, sleeves, rack rails, termination plugs, jacks, faceplate mounting
hardware, and other unique components as necessary to securely mount equipment and panels.
Contractor shall furnish all required equipment whether or not specifically mentioned in these specifications or on the
drawings. Such devices shall include but not be limited to hardware, fasteners, rack screws, rack brackets, power
supplies, impedance matching devices, and other devices as necessary to interface, control, or balance the audio systems.
Contractor shall not mount any speaker to any structure that is not sufficiently supportive and free of vibration or shake.
Play a pure sine wave signal at 1000 Hz and adjust level to approximately 80 dB at the center of the arena. Slowly
sweep the frequency from 20 Hz to 5000 Hz. Locate and eliminate any rattles or audible vibrations caused by the
loudspeakers or mounting hardware.
COOPERATION
The Contractor shall cooperate with other trades and UW Eau Claire personnel in locating work in a proper manner.
Should it be necessary to raise or lower or move longitudinally any part of the work to better fit the general installation,
such work shall be done at no extra cost to UW Eau Claire, provided such decision is reached prior to actual installation.
The Contractor shall check the location of electrical outlets with respect to other installations before installing.
UW Eau Claire staff electricians shall provide all high-voltage wiring, conduit, junction boxes and outlets. These
locations shall be coordinated and verified between UW Eau Claire electricians, project representative and Contractor.
TESTING AND ACCEPTANCE
Component Performance: Verify that each individual component in the system is in proper working order and meets
manufacturer’s published specification for noise and distortion.
System Adjustment: Optimize the gain settings of each component to optimize signal to noise. All active components
shall be adjusted so that clipping occurs simultaneously at each component (before compression and limiting is set).
Equalization: Initial equalization curve shall be flat (±2 dB) from 100 Hz to 3000 Hz and then shall roll off at 3
dB/octave above 3000 Hz. Do not attempt to equalize cancellations caused by reflections combining with direct sound
energy. Final equalization shall be adjusted for natural reproduction of speech and minimum feedback potential.
RFI & Oscillations: Using an oscilloscope with a 20 MHz bandwidth, verify that the system is free of spurious
oscillation and RFI pickup in the absence of any input signal. Perform the testing with the lights on at 50% and 100%.
Polarity: Maintain an absolutely strict polarity for all wiring, from microphone receptacle to the loudspeakers. Be
prepared to demonstrate absolute polarity of system.
Measure the total impedance of cable and speaker load at a minimum of four frequencies between 100 Hz and 10K Hz.
Verify that measured results are appropriate to anticipated sum of cable resistance and loudspeaker impedance.
Verify that the audio systems are free of hum, buzz, feedback, interference, spurious oscillations, digital artifacts or
extraneous noises of any kind.
Verify uniformity of sound coverage through the seating areas. Sound level readings shall be +/- 3dB averaged
throughout the seating area on one-third octave centers within speaker range.
COMMISSIONING
The contractor is responsible to perform acceptance tests as indicated below for the arena when it is completed. All tests
shall be documented.
The Contractor is responsible for supplying all equipment and personnel necessary to conduct the acceptance tests. Prior
to testing, the Contractor shall provide a summary of the proposed test plan for each cable type including equipment to
use used, set-up, test frequencies or wavelengths, results format, etc. The method of testing shall be approved by UW
Eau Claire.
The Contractor shall visually inspect all cabling and termination points to insure that they are complete and conform to
the wiring pattern defined herein. The contractor shall provide UW Eau Claire with a written certification that this
inspection has been made
The Contractor shall conduct acceptance testing according to a schedule coordinated with UW Eau Claire. The
contractor shall provide a minimum of one (1) week advance notice to UW Eau Claire. The notification shall include a
written description of the proposed conduct of the tests including copies of blank test result sheets to be used.
The Contractor shall provide test results and describe the conduct of the tests including the date of the tests, the
equipment used and the procedures followed.
All cabling shall be 100% fault free unless noted otherwise. If any cable is found to be outside the specification defined
herein, that cable and the associated termination(s) shall be replaced at the expense of the contractor. The applicable
tests shall then be repeated.
Should it be found by UW Eau Claire that the materials or any portion thereof furnished and installed under this contract
fail to comply with the specifications and drawings, with the respect or regard to the quality, amount of value of
materials, appliances or labor used in the work, it shall be rejected and replaced by the Contractor and all work
distributed by changes necessitated in consequence of said defects or imperfections shall be made good at the
Contractor's expense.
TRAINING
The Contractor shall conduct group and/or individual training sessions, as required by UW Eau Claire, for the proper
operation and maintenance of the complete system.
Training shall provide a total of at least eight hours of instruction at the site encompassing each system installed and
shall orient responsible personnel to a level satisfactory to UW Eau Claire.
Training times shall be arranged with UW Eau Claire. The training shall include the facilities electrician, AV
coordinator or other designated personnel. Training shall not take place until all systems are 100% operational.
Contractor shall attend the first major event in the arena to verify proper operation and training.
WARRANTY
This Contractor shall guarantee all materials, labor, equipment, etc., one (1) year from date of substantial completion of
this work. This guarantee shall include all labor, material and travel time. Warranty shall cover any and all system
failure or malfunction not directly attributable to acts of God, abuse or use contrary to written instructions from the
Contractor.
Owner-provided equipment shall not be covered under Contractor warranty, unless the problem is due to improper
installation of owner-provided equipment.
Respond with remedy to a trouble call within 24 hours after receipt of such call during normal weekday hours, within 48
hours after receipt of such a call during the weekend. Provide service phone number valid during normal business hours
(8:00 a.m. – 5:00 p.m. CST) Monday through Friday.
During warranty period, provide temporary “loaner” replacement equipment without charge when immediate repairs
cannot be made on site.
UW-Eau Claire
August 2, 2013
Paging and Background Music System
Request for Bid SS- 1409
Itemized Bid Form
Equipment and Materials First Floor
Bidder is to provide quantity per block diagram
Item
Quantity
Description
1
______
Wireless Handheld Microphone System, Sennheiser
EW335G3
Wireless Microphone Antenna Distribution
Sennheiser G3OMNIKIT4
Paging Microphone, Bogen MBS10000A
Control Processor: Crestron MC3 with power supply
adapter cables and rack kit
Control Touch Panel (C): Crestron TPMC-3SM-B-S
w/PWE-4803RU Injector
DSP Server Main Frame: Biamp Tesira Server-IO AVB
w/additional DSP-2 Card
DSP ServerI/O: Biamp Tesira SIC-4 and SOC-4
DSP Server VoIP Interface: Biamp Tesira SVC-2
DSP Ethernet Switch: Biamp Netgear GS724T AVB
DSP Controller: Biamp TEC-1s w/POE36U PoE Injector
Amplifier (Bowling Alley): LabGruppen C48:4
Speakers (S1): Electro-Voice ZX1i-90 w/mounting
hardware
Subwoofer (SB): Electr-Voice QRX-118S-BLK
w/disconnect plate on column
Speakers (S): Tannoy CVS6
Equipment Rack (R1): Lowell LWR-2123
w/LFD-21FV vented door and blank panels, or equal
AC Distribution (Main): Furman CN-2400S or equal
SurgeX
AC Distribution (Secondary): Furman CN-20MP or
equal by SurgeX
Mic Level Signal Cable: West Penn D25454 or
Gepco 61801HS or equal
Line Level Signal Cable: West Penn D25454 or
Gepco 6180HS or equal
Twisted Pair Cable: CAT5, General Cable, West Penn
or Belden
Speaker Signal Cable (Bowling Alley): West Penn 25227B
or Belden 6000UE or equal
Speaker Signal Cable (Ceiling): West Penn 25224B
or Belden 6300UE
System Aux Jack (A1): RDL D-CIJ3 (equal by ProCo
or Horizon)
In-line Transformer same type as above between the
Owner-Provided Tuner and the DSP Server
System Aux Jack (A2): Reconnect Existion ProCo AVP
Plate into New Audio System
System Mic Jack (M1)
2
3
4
5
6
7
8
9
10
11
12
13
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14
15
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16
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17
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18
19
20
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21
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22
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23
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24
______
25
______
26
______
Total First Floor
Item
Total
Price
Price
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
Equipment and Materials Second Floor
Item
Quantity
Description
1
______
Wireless Handheld Microphone System, Sennheiser
EW335G3
Wireless Microphone Antenna Distribution
Sennheiser G3OMNIKIT4
Paging Microphone, Bogen MBS10000A
Control Touch Panel (C): Crestron TPMC-3SM-B-S
w/PWE-4803RU PoE Injector
DSP Expander (Type 1): Biamp Tesira EX-MOD w/
EIC-4 and EOC-4 cards
DSP Expander (Type 2): Biamp Tesira EX-IN
w/POE36U PoE Injector
Speakers (S): Ceiling Speaker w/Integrated Back Box,
Tannoy CVS6
Speakers (S2): Surface Wall-Mount w/U-Bracket
Tannoy DVS4T
Equipment Rack (R2): Wall Mounted Rack, Lowell
LWR-2123 w/LFD-21FV Vented Door and Blank Panels
Or Equal
AC Distribution (Main): Multi-Outlet Power Distribution
Furman CN-2400S or Equal SuregeX
Mic Level Signal Cable: West Penn D25454 or
Gepco 61801 HS or Equal
Line Level Signal Cable: West Penn D25454 or
Gepco 61801HS or Equal
Twisted Pair Cable: CAT5e, General Cable, West Penn
or Belden
Speaker Signal Cable: West Penn 25224B or
Belden 6300UE
System Aux Jack (A1): RDL D-CIJ3 (equal by ProCo or
Rapco/Horizon
In-Line Transformer Same Type as Above Between the
Owner-Provided CD Player, Weather Radio and
Sirius Radios and the DSP Server
System Mic Jack (M1)
System Mic Jack (M2)
2
3
4
5
6
7
8
9
10
11
12
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______
______
______
13
______
14
______
15
______
16
______
17
18
______
______
Item
Total
Price
Price
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
Total Second Floor
$_________
Shipping
$_________
Installation, Testing and Commissioning
$_________
Training
$_________
System Total:
$_______________
Warranty Period for all materials, labor and equipment from date of substantial completion of project: __________
Earliest possible delivery of equipment and beginning of installation after receipt of purchase order: ____________
__________________________________________
Project can be completed on or before the requested date of January 15, 2014? Yes
No
Bidder Information:
Company Name: __________________________________
Address:
__________________________________
__________________________________
__________________________________
Phone: ________________________________
Fax: ______________________________
Authorized Signature: _______________________________
_______________________________
Print Name
Date: _____________________________________________
Customer Service Contact if Different from Above:
Name: ____________________________________________
Phone: _____________________________
E-mail: ____________________________
Fax: ______________________________
STATE OF WISCONSIN
DOA-3478 (R12/96)
Bid / Proposal #
SS-1409
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in
this solicitation document. If vendor is proposing any arrangement involving a third party, the named references
should also be involved in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
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