RFQ – Conference Room A/V Design

1. INTRODUCTION

Michigan Virtual™ is seeking proposals for services related to audio, visual, design, build, and installation, for the upgrade of our large multifunctional, divisible conference room. By releasing this RFP, Michigan Virtual makes no guarantee of any awards of work to any respondents now or in the future.

2. BACKGROUND OF MICHIGAN VIRTUAL

Michigan Virtual is a 501(c)(3) organization located in Lansing, Michigan. Our mission is to advance both learning and teaching through research, practice, and partnerships. We specifically focus on the K-12 community and how digital technologies can drive student and professional learning.

3. EXISTING CONFERENCE EQUIPMENT

• 2 – Sharp PN-LE601 TV
• 2 – Hitachi CP-WU5505 Projectors
• 2 – Crestron TSW-760 Control units
• 1 – Crestron DMPS3-300-C
• 2 – Tesira Forte AVB VT Biamps
• 1 – Crestron AMP-2100-70
• 2 – Windows PC 
• 1 – Retractable Green Screen
• 2 – Retractable projection screens
• 9 – Cisco Microphones
• 2 – iPads

4. EXISTING CONFERENCE FUNCTIONALITY

There are two separate conference rooms (Grand A and Grand B) that both run off their own separate PC running Zoom Rooms. When the partition is closed each room acts as an independent conference room with their own speakers, microphones, displays, and software licenses.

The features of the room can be controlled using the Crestron panels built into the walls and on the iPads available in the rooms. The Crestron panel controls the inputs and outputs of the hardware in the room itself and the iPads control all the settings of the zoom meetings held in the rooms. When the room partition is open the rooms can be combined into one large conference room (60ft x 31ft) via a toggle on either Crestron wall panel. When the rooms are set to “combined,” the majority of hardware from Grand B is used to control the rooms. For example, the PC, iPad, and camera from Grand B are used. All the displays are used in both rooms, but the output comes from the Grand B. Similarly, all the microphones between the rooms are able to be used as inputs when combined.

• The projectors and tvs are the displays for the rooms. They can be set to all displays at once or individually.
• The Windows PCs run the Zoom Rooms software.
• Crestron TSW-760 Control units are used to control the screens, the outputs, and the audio in the rooms.
• The Crestron DMPS3-300-C is the matrix switcher for the room that takes the input and outputs to the displays and the Biamps.
• Tesira Forte AVB VT Biamps are used to split and distribute the audio to the rooms.
• Crestron AMP-2100-70 is the amplifier used in conjunction with the Biamps.

5. DESCRIPTION OF REQUEST

Michigan Virtual is seeking to modernize our large multifunctional, divisible conference room to enhance the experience for both onsite and remote participants. The space can fit up to 80 people on site and function as a single large room, or two smaller rooms with a partition, and the design should include at minimum the ability to use the layout three different ways. It should include the strategic design and placement of displays, cameras, microphones for various room layouts, in this divisible room. 

Functionality and design should be very mindful of the needs and experience of remote participants, ensuring seamless collaboration across between onsite and remote participants. We would like to see modern video and audio equipment that facilitates effective communication, eliminates any unnecessary noise and promotes ease of collaboration between onsite and remote participants.

The proposals submitted should clearly distinguish between costs that require an initial capital investment and those that entail monthly service fees. Try to include the reuse of existing equipment, when possible. And consider future proofing and expandability of the system, so that we may replace existing equipment, add more equipment without extensive efforts.

We invite proposals from qualified vendors who can provide a solution that addresses our requirements and aligns with our goal of creating an inclusive and collaborative environment for both onsite and remote participants.

6. DELIVERABLES

Include itemized hardware, software, and labor costs; design, configuration, solutions for; Room Controls, Room Connectivity, Overhead Audio, Microphones, Display connectivity, Cameras and the implementation plan for proposed technology to outfit the room. Also include the timelines for deliverables of each. Include what existing equipment may be able to be repurposed.

Below are fairly specific areas to address. That said, ultimately we want a solution that provides an awesome A/V experience for users (both face-to-face and remote) and that offers significant flexibility for how we can arrange the room. Your response should be geared more toward that end than satisfying each of the items below.

1. Design: Include network, audio visual wiring design of proposed configuration.
2. Design: Specify how the design can be supported and administered by IT staff and operated/supported by those with limited technical expertise.
3. Design: Specify how the room design will function for users and include various templated designs.
4. Design:  Include itemized hardware, software costs for proposed solutions.
5. Design: Include brand, model and hardware and software specifications for proposed solutions.
6. Configuration: Provide configuration of proposed equipment, room setting template design, ongoing support for changes or enhancements to settings and templates.
7. Room Controls: Include room controls, and interfaces in the form of screens or consoles to manage the technology configuration of the rooms from an onsite or remote location.
8. Room Controls: Include enhanced room controls and a large interface to manage the technology configuration of the rooms from the onsite controls or remote location.
9. Room Controls: Include the integration into room calendar, scheduling and room status on system control panel displays, capable of integrating with existing setups. 
10. Room Controls: Include in design the flexibility to allow the system to reconfigure room technology settings differently due to whether the partition is open or closed.
11. Room Controls: Include in the design the flexibility to allow the system to reconfigure display settings differently when remote participants are present. (ie: show the remote participants on the screen.
12. Room Controls: Projector screens open/close with controls.
13. Room Controls: Green screen open/close with controls.
14. Room Connectivity: Include the ability to stream audio and video with the use of Zoom and optionally Microsoft Teams.
15. Room Connectivity: Include virtual meeting integration with major platforms: Zoom and optionally Microsoft Teams.
16. Overhead Audio: Provide quality overhead audio coverage for output from various audio sources to all room participant locations and zones.
17. Overhead Audio: Provide a method for the presenter to be heard through the speakers in the room while also delivering clean sound to remote participants.
18. Microphones: Provide a user-friendly method to enable and disable audio zones and types of microphones being used. 
19. Overhead Microphone: Provide a solution for ceiling mounted microphones.
20. Microphones: Provide various options for microphones and transmitter stations for wireless coverage in all zones; Tabletop boom style wireless rechargeable microphones, Handheld wireless rechargeable microphones, Wearable lapel wireless rechargeable microphones, Meeting room area microphones, Hearing assistance microphone solutions.
21.  Microphones: Provide tabletop microphones with the capability of optionally being plugged directly into AC power. Provide charging docking stations for all wireless rechargeable microphones.
22. Microphones: Demonstrates a clear ability to effectively handle excess noise cancellation and background noise reduction.
23. Display Connectivity: Provide HDMI audio and video output and wiring to multiple displays (4 or more 85”+) from multiple locations with the ability to control video source per display from the room control system.
24. Display Connectivity: Provide wired and wireless audio and video connectivity to the multiple room television displays (4 or more).
25. Display Connectivity: Incorporate (2) existing projector equipment.
26. Display: 4 or more 85” displays located on the west interior wall or provide alternative solutions.
27. Display: Mounted displays.
28. Cameras: Provide Pan, Tilt, Zoom (PTZ) cameras at multiple locations to provide capture and display of video and audio of room participants in each identified zone.
29. Cameras: Solution should work for the large single use room or two independently used rooms when the partition is closed.

7. INSTRUCTIONS TO PROPOSERS

Proposals are due to Michigan Virtual no later than Monday, July 24, 2023, 5PM EST. Email subject line, envelopes or packages shall be clearly marked “GRAND MEETING ROOM TECHNOLOGY RFP”.

8. PROPOSAL CHECKLIST

Proposers shall review the attached.

The proposal must include information responsive to the following sections:

• Cover Letter and Vendor Questionnaire
• General characteristics of Responder’s products and services
• Response Template
  • Includes sheets for Specification Checklist, Pricing, Maintenance & Support, and References
• Training and Orientation Plan
• Attachment: NDA

9. COVER LETTER AND VENDOR QUESTIONNAIRE 

Provide a cover letter with information about your company, experience and services. Respond to each item below and provide supporting documentation and/or exhibits as requested or desired.

1. Describe your company’s history, mission, and values, and explain how they will support the relationship with Michigan Virtual.
2. Provide a brief market summary of the proposed system and equipment. Explain the rationale for the use, brands and components, technical capabilities, warranties and reliability ratings if available.
3. Describe the professional staff available for design, procurement, implementation, training, and support services. Include their qualifications and experience.
4. Describe general characteristics that differentiate your company from others in the industry. Include any special advantages your services and system will provide.
5. Provide a list of up to three (3) sites similar to Michigan Virtual’s Grand Conference Rooms that you have designed the A/V. If possible, include sites near Lansing, MI. Include contact information.

10. GENERAL CHARACTERISTICS OF RESPONDERS PRODUCT AND SERVICES

1. Describe the proposed system architecture.
2. Describe your implementation services, timeline, and process, with particular emphasis on systems configuration and scheduling.
3. Describe the types of documentation your company provides with the system and any warranties provided for specific hardware components.
4. Describe system administration, to include setup and maintenance, customization and video and audio data management.
5. Describe any available technical support services and each associated cost. If there are different levels of support services, please describe each level and list the services included.

11. SPECIFICATION CHECKLIST

Complete the Specification Checklist sheet that is part of the Response Template. Directions are in the sheet itself.

12. PRICING

The pricing should include the full configuration and installation of components, training and orientation to IT staff and users, as well as options for maintenance and support. Costs that are not itemized on this bid sheet but necessary for a full system implementation/upgrade will be considered standard and included in the total cost. Prices quoted shall remain valid for 180 days or proposal award, whichever comes first. Pricing should be captured on the Pricing sheet that is part of the Response Template.

13. PROPOSED ANNUAL MAINTENANCE AND SUPPORT COSTS

Please provide annual costs for maintenance and support (if available) for years 1 though 5 below on the Maintenance & Support sheet of the Response Template.

14. TRAINING

In accordance with the specifications, a training and orientation plan should be included with your proposal.

15. REMOTE DIAGNOSTIC CAPABILITY

To assist in diagnosing system problems or component malfunctions, a remote diagnostic capability is preferred in a maintenance contract. Please provide service or method for remote diagnostics and any related costs.

16. SCHEDULE

Date	Item
Week of June 12, 2023	RFP issued
June 12, 2023 through July 14, 2023.	Vendors to submit questions, limited space for onsite visits to see room and equipment (Signed NDA required). July 14, 2023 the last day for questions concerning the RFP, email to [email protected] no later than 5:00 p.m EST
Monday July 24, 2023	Proposals are due no later than 5:00 p.m EST to [email protected] Late submissions may not be accepted.
No later than Week of August 14, 2023	Award contract.
No later than September 5, 2023	Work begins.

17. CLIENT REFERENCES 

The Proposer is required to supply three (3) contactable references who can attest to the caliber of workmanship and service provided to their current and past clientele. Include references on the References sheet of the Response Template.

18. NONDISCLOSURE AGREEMENT (NDA) 

All entities wishing to submit a response to this RFP are required to sign and submit Michigan Virtual’s Nondisclosure Agreement along with their Quote in response to this RFP. 

19. SELECTION CRITERIA

The following factors will be considered by Michigan Virtual in making the Award.

• Preference given to Michigan-based businesses.
• Fit between proposed solution and Michigan Virtual’s needs.
• Consultant/SMEs ability to meet the defined timeline and understanding of the work services to be performed.
• Quality of references.
• Completeness of the Quote.
• Cost.

20. CONFIDENTIALITY

Contents of quotes, proposals, and or future contracts are confidential and will not be disclosed to any parties outside of Michigan Virtual during or after the review process. Michigan Virtual, as a private nonprofit corporation, is not subject to FOIA.

Michigan Virtual reserves the right to make the Award to the entity of its choosing, reflective of our understanding of needs, the audiences served and results desired rather than solely based on pricing or other combinations of factors. Further, this RFP does not obligate Michigan Virtual to award any contract. We reserve the right to cancel the RFP at our discretion.

21. QUESTIONS AND CORRESPONDENCE

Please direct all correspondence and questions related to this RFP and these required elements as indicated below.

1. Between June 12, 2023 and July 14, 2023  vendors may submit questions and responses to all submitted questions will be e-mailed to vendors within 1-2 business days. The last available time to submit a question is 5PM on July 14, 2023. 

2. Michigan Virtual is open to scheduling 45 minute onsite visits to answer questions between June 12, 2023 and July 14, 2023. Vendors may schedule an onsite visit to view the room and equipment, after submitting a signed NDA. Dates and scheduling are subject to staff and room availability. Vendors may alternatively request a 30 minute online meeting.

3. One (1) electronic copy of your proposal sent by email to the contacts below no later than Monday, July 24, 2023 at 5:00 PM EST.

The points of contact for RFP #06122023 are as follows:

Primary: Kristen Crain – [email protected]
CC: Shanna Henderson – [email protected]
Attention: Kristen Crain

Michigan Virtual
920 Municipal Way
Lansing, MI 48917

Michigan Virtual reserves the right to not consider late or incomplete proposals. Amendments to proposals will be included in our review only when they are received by the above deadline.