Mississippi Authority for Educational Television
Mississippi Public Broadcasting
Invitation to Bid
Audio Control Surfaces
Bid File # 14-001
Bid Opening November 7, 2013
2:00 P.M. CST
MISSISSIPPI PUBLIC BROADCASTING
3825 Ridgewood Road
Jackson, Ms. 39211
General Bid Instructions and Policies
This document contains both general information and policies explaining the acceptable procedures for buyers responding to this Bid invitation.
A. Bidders are encouraged to examine all documents, forms, specifications and instructions. Failure to comply with proper procedures could result in a disqualifying bid.
B. Mississippi Authority for Educational Television d/b/a Mississippi Public Broadcasting (hereinafter “MPB”) will not be responsible for delays in delivery. It is the responsibility of bidders to assure delivery of their Bids.
C. Bids by telecommunications will not be accepted.
D. All Bid openings are open to the public. A representative of MPB will be present to read a summary of each Bid and answer any questions to the extent of their ability. Information which bidders do not wish to be disclosed publicly, other than information necessary for evaluation purposes, must clearly be marked confidential. All confidential information must be bound separately from other documents.
E. All disclosures of Bid information will be made in compliance with the Mississippi Public Records Act of 1983 as defined in Section 25-61-1, et seq. of the Mississippi Code of 1972, as amended.
F. The State of Mississippi reserves the right to refuse any/or all Bids.
G. All written Bid material submitted shall become the property of MPB.
H. Only Bid forms provided in this package will be accepted and such forms shall be completed with original signatures of a company representative authorized to enter into a binding agreement for the business submitting the bid. The bid form will be modified as necessary to include acknowledgement of addenda. However, no modifications to the Bid Form will be made after October 31, 2013.
I. Bids must be submitted in a sealed opaque envelope marked “Sealed Bid – Audio Control Surfaces” and will be accepted until 2:00 p.m. Central Standard Time on November 7, 2013, at MPB at the above address. At that time bids will be publicly opened and read aloud. This is a Sealed Bid – Fax replies will not be accepted. If the Bid is mailed, the bid envelope shall be placed inside a second envelope to prevent inadvertent premature opening of the Bid.
J. Questions: Questions should be directed in writing to Roy Davis, Director of Technical Services, Mississippi Public Broadcasting, 3825 Ridgewood Road, Jackson, MS 39211, or via email to Roy.Davis@mpbonline.org. Questions and responses will be posted as addenda to these instructions. In order to allow all bidders adequate time to review the addenda, no questions will be addressed after October 31, 2013.
K. Examination of Site: Bidders may attend a Pre-Bid meeting to be held October 24, 2013, at 1:00p.m. CST on the premises of Mississippi Public Broadcasting at 3825 Ridgewood Road, Jackson, MS 39211. Bidders desiring a site visit should notify Roy Davis, in advance, of their intention to participate in the Pre-Bid meeting.
L. MPB prefers to have the equipment delivered by December 16, 2013. Bidders should indicate on the Bid Form the date by which equipment can be delivered. Inability to meet the December 16 date does not disqualify the bidder.BACK TO TOP
Specifications for Equipment
A. General Information
This request is for a bid for “voice over Internet protocol” based audio control room control surfaces and interfaces. All equipment, required licenses, service contracts and device commissioning must be listed and described in detail. Physical layer (wire and cable) and device installation will be provided by customer’s (MPB’s) qualified technicians
B. Minimum specifications follow herewith:
All AES output channels shall be configurable from any channel source.
a. 2 each, minimum 16 fader control surface
b. 2 each, minimum 9 fader control surface
c. 2 each, minimum 12 fader control surface
d. 4 each, minimum 4 fader control surface
e. 3 each, Analog/Digital I/O: minimum 4 AES input/outputs ( I/O)-8 mics/line analog I/O (Configurable to up to 4 stereo) 16 external control I/O channels, 16 uniquely configurable mix-minus outputs, each.
f. 12 each, Analog/Digital I/O: minimum2 mics/line, 4 analog, 4 AES digital I/O, headphone, cue & 2 line outs A&D, 6 uniquely configurable mix-minus outputs, each
g. 16 required, single input/output devices to input and output (XLR) AES to the (Cat5) network
h. 10 each, Cisco appliance (Switch) or as necessary. These are not user supplied.
i. One Maintenance workstation PC
j. Required power supplies, with adequate redundancy and back-up
k. All audio processing will be initially external and later internal, if included.
l. Remote Administration capability for off campus technician intervention.
A verbose description follows herewith:
1. HD-1 “Master Control” - 16 fader control surface associated with:
a. Inside Control Room: Analog/Digital I/O – 2 (microphone) channel, 4 stereo analog, On-off switches shall be physically located below faders. 8 digital, not included in the 4 channel assignable mix-minus AES outputs (TELOS, etc.) 2 Analog IFB headphones, local outputs for muting stereo speaker monitor, cue and 2 program outs, both analog and digital.
b. Talk Show Room: Analog/Digital I/O – 8 analog (microphone) channel in. 4 AES digital I/O, 8 IFB local outputs for headphones, muting stereo speaker monitor. Tally connection for “on-air” lamps.
2. Studio “A” and “Master Control” back-up - 16 fader control surface associated with:
a. Inside Control Room: Analog/Digital I/O – 6 (microphone) channel, plus (4) stereo analog, 4 AES, 4 channel assignable mix-minus AES outputs for TELOS/Zephur, etc. Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
b. 8 digital I/O, 8 IFB headphones, local outputs for muting stereo speaker monitor, cue and 2 program outs, analog and digital
3. Studio “B” - 8 fader control surface associated with: 8 Analog/Digital I/O – 2 mics, 4 (2 stereo) analog in, 4 AES I/O, local outputs for muting stereo speaker monitor, headphone, cue and 2 program outs, analog and digital. Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
4. Studio “C” - 8 fader control surface associated with: 8 Analog/Digital I/O – 2 mics, 4 (2 stereo) analog in, 4 AES I/O, local outputs for muting stereo speaker monitor, headphone, cue and 2 program outs, analog and digital. Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
5. Record booth (#1-News) - 4 fader control surface associated with: Analog/Digital I/O – 2 mics, 2 analog in, 4 AES I/O, local outputs for muting speakers monitor, headphone, cue and 2 program outs, one output goes to a local PC, Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
6. Record booth (#2-Radio Reading Service RRSM) - 4 fader control surface associated with: 2 - Single Stereo Channel PC driver for Adobe & web. Analog/Digital I/O – 2 mics, 2 analog in, 4 AES I/O, local outputs for muting speaker monitor, headphone, cue and 2 program outs, Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
7. Record booth (#3-RRSM) - 4 fader control surface associated with: 2 - Single Stereo Channel PC driver for Adobe & web. Analog/Digital I/O – 2 mics, 2 analog in, 4 AES I/O, local outputs for muting speaker monitor, headphone, cue and 2 program outs, Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
8. Record booth (#4-RRSM) - 4 fader control surface associated with: 2 - Single Stereo Channel PC driver for Adobe & web. Analog/Digital I/O – 2 mics, 2 analog in, 4 AES I/O, local outputs for muting speaker monitor, headphone, cue and 2 program outs, Tally connection for “on-air” lamps. On-off switches shall be physically located below faders.
9. Radio Reading Master Control (RRSM) - 12 fader tactile control surface associated with: Local analog/digital inputs I/O – 2 mics, 4 analog in, 4 AES I/O, 2 - Single Stereo Channel PC driver for Adobe & web. Local outputs for headphone, muting speaker monitor, cue and 2 program outs, analog and digital. Tally connection for “on-air” lamps. On-off switches shall be physically located below faders. This room is operated by visually impaired operators.
10. Auditorium - 12 input frame control surface - Analog/Digital I/O – 8 mics, 8 (4 stereo) analog in, 4 AES I/O, headphone, cue and four program outputs, each analog and digital. Capable of connecting two local PC’s, one is analog output, one PC analog I/O. 2 - Single Stereo Channel PC driver for Adobe & web. This control surface provides the audio to a 70 volt ceiling public address system designed for microphones. And, a Dolby certified 7.1 system of amplifiers and speakers, is designed for media playback.
11. Television Master Control Interface - Independent 8 AES audio inputs; 8 AES audio outputs rack mounted signal “panel.”
12. Rack Mounted Single input Satellite and External Device Interface - 16 AES inputs, 16 analog (8 stereo) inputs (i.e.: Comrex, Zephr, Satellite and iMedia Automation connection point device.)
13. Associated CISCO brand routers and switches.Cisco brand appliances will be employed exclusively, where possible.
14. Maintenance PC not user provided, to be associated with system as a tool, not a typical agency computer.
15. Required power supplies, with adequate redundancy and back-up
16. All audio processing will be initially external and later moved to included software.
17. Remote Administration capability for off campus technician intervention.BACK TO TOP
1. PREPARATION OF BIDS
1.1. All prices and notation must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out with corrections printed in ink or type written adjacent and changes must be initialed in ink by person signing bid.
1.2. Bid prices must be net.
1.3. Specification. It is understood that reference to available specifications shall be sufficient to make the terms of such specifications binding on the contractor.
1.4. Bidders must furnish all information requested in the spaces provided on the bid form.
1.5. Time Limit on Bid. The time limit in which acceptance of bid must be made by MPB shall be six (6) months from November 7, 2013(closing date), unless otherwise noted in bid or agreed to by MPB and bidder.
2. SUBMISSION OF BIDS
2.1. Bids must be signed and sealed with the time and date of the bid opening and bid file number shown in the lower left corner of the envelope.
2.2. Bids and modifications or corrections thereof received after the closing time specified will not be considered.
3. ACCEPTANCE OF BIDS
3.1. MPB reserves the right to reject any and all bids or to waive any informality in bids. If a bidder fails to state the time within which a bid must be accepted, it is understood and agreed that MPB shall have six (6) months from November 7, 2013(closing date), to accept.
4.1. Contracts and purchases will be made or entered into with the lowest responsible bidder, unless other specified in the Invitation to Bid. MPB reserves the right to determine the lowest bidder, as expressly provided in MPB’s Invitation for Bids.
4.2. MPB reserves the right to modify or cancel in whole or in part its Invitation for Bids.
4.3. A written contract award mailed, or otherwise furnished, to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party
5. GIFTS, REBATE, GRATUITIES
5.1. Acceptance of gifts from contractors is prohibited. No officer or employee of MPB shall accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded, by rebate, gifts, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future rewards or compensation.
5.2. Bidding by state employees is prohibited. It is hereby declared unlawful for any state official or employee to bid on or sell, or offer for sale, any merchandise equipment or material, or similar commodity to the State of Mississippi during the tenure of his office or employment, or for the period prescribed by law thereafter or to have any interest in the selling of the same to the State.
6. BID INFORMATION
6.1. Bid files may be examined during normal working hours by bid participants. Non participants will be prohibited from obtaining any information relative to the bid until the official award has been made. This is pursuant to the Public Records Request Act, MS Code 25-61-1 et seq.
7.1. The use of the word agency in any Bid Invitation solicitation or specification shall be intended to mean state agencies only. The words governing authority when used in any of the above documents shall be intended as meaning county or local entities.
8. GENERAL CONDITIONS REFERENCE
8.1. This bid shall be made, and the Contract shall be entered into in accordance with the General Conditions as hereinafter amended and modified.
9.1. MPB reserves the right to waive any General Condition, Special Condition, or minor specification deviation when considered to be in the best interest of MPB, so long as such waiver is not given so as to deliberately favor any single vendor and would have the same effect on all vendors.
10. TERMINATION FOR CONVENIENCE
10.1.MPB may, when its interests so require, terminate any contract in whole or in part for the convenience of MPB. MPB shall give written notification of the termination to the Contractor specifying the party of the contract terminated and when the termination becomes effective.
11.1.Addenda modifying plans and/or specifications may be issued if time permits. No addendum will be issued within a period of two (2) working days prior to the time and date for bid opening. Should it become necessary to issue an addendum within the two (2) day period prior to bid opening, the bid date will be reset to a date not less than five (5) working days after the date of the addendum, giving bidders ample time to answer the addendum. When replying to a bid request on which an addendum has been issued, the bid shall indicate that provisions of the addendum have been noted and that the bid is being offered in compliance therewith. Failure to make this statement may result in the bid being rejected as not being in accordance with the revised specifications or plans.
12. NON-COMPLIANT BIDS
12.1.Non-compliant bids will not be considered. A non-compliant bid is considered to be a bid that does not comply with the minimum provisions of the specification.
13. SPECIFICATION CLARIFICATION
13.1.It shall be incumbent upon all bidders to understand the provisions of the specification and to obtain clarification prior to the time and date set for the bid opening. Such clarification will be answered only in response to a written request. No clarification will be offered as a response to a telephone request.
14. BID OPENINGS
14.1.Bid openings will be conducted open to the public, and serve only to open and read the bid price on each bid. No discussions will be entered into with any vendor as to the quality or provisions of the specifications and no award will be made either stated or implied at the bid opening. If an acceptable bid is not received by November 7, 2013(closing date), additional bids received will be opened upon receipt.
15. FIRM BID PRICE
15.1.Prices quoted shall be firm for the term of the contract.
16.1.Contractor shall not assign or subcontract in whole or in part, its right or obligations under this agreement without prior written consent of MPB.
17. REPRESENTATION REGARDING CONTINGENT FEES
17.1.The contractor represents that it has not retained a person to solicit or secure a MPB contract upon agreement or understanding for a commission, percentage, brokerage, or contingent fee, except as disclosed in the contractor’s bid or proposal.
18. REPRESENTATION REGARDING GRATUITIES
18.1.The bidder, offeror, or contractor represents that it has not violated, is not violating, and promises that it will not violate the prohibition against gratuities set forth in Section 9.105 (Gratuities) of the Mississippi Department of Finance and Administration Procurement Manual.
19. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION
19.1.The bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without – for the purpose of restricting competition – any consultation, communication or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the prices bid.
20. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING CONTINGENT FEES
20.1.The prospective contractor represents as part of such contractor’s bid or proposal that such contractor has not retained any person or agency on a percentage, commission or other contingent arrangement to secure this contract.
21. APPLICABLE LAW
21.1.The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provision, and any litigation with respect thereto shall be brought in the courts of the State. The Contractor shall comply with applicable federal, state, and local laws and regulations.
22. COMPLIANCE WITH LAWS
22.1.The Contractor understands that MPB is an equal opportunity employer and therefore maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful and the Contractor agrees during the term of the agreement that they w ill strictly adhere to this policy in its employment practices and provision of services. The Contractor shall comply with, and all activities under this agreement shall be subject to, all applicable federal, State of Mississippi, and local laws and regulations, as now existing and as may be amended or modified.
23. EMPLOYEE STATUS VERIFICATION
23.1.Contractor/Seller represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act, Section 71-11-1, et seq. of the Mississippi Code Annotated (Supp 2008), and will register and participate in the status verification system for all newly hired employees. The term “employee” as used herein means any person that is hired to perform work within the State of Mississippi. As used herein, “status verification system” means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program. Contractor/Seller agrees to maintain records of such compliance and, upon request of the State and approval of the Social Security Administration or Department of Homeland Security, where require, to provide a copy of each such verification to the State. Contractor/Seller further represents and warrants that any person assigned to perform services hereunder meets the employment eligibility requirement of all immigration laws of the State of Mississippi. Contractor/Seller understands and agrees that any breach of these warranties may subject Contractor/Seller to the following: (a) termination of this Agreement and ineligibility for any state or public contract in Mississippi for up to three (3) years with notice of such cancellation/termination being made public, or (b) the loss of any license, permit, certification or other document granted to Contractor/Seller by any agency, department or governmental entity for the right to do business in Mississippi for up to one (1) year, or (c) both. In the event of such termination/cancellation, Contractor/Seller would also be liable for any additional costs incurred by MPB due to contract cancellation or loss of license or permit.
24.1.In accordance with the Mississippi Accountability and Transparency Act of 2008, §27-104-151, et seq., of the Mississippi Code of 1972, as Amended, the American Accountability and Transparency Act of 2009 (P.L. 111-5), where applicable, and §31-7-13, of the Mississippi Code of 1972, as amended, where applicable, a fully executed copy of this agreement shall be posted to the Department of Finance and Administration’s contract website for public access.
25. PROCUREMENT REGULATIONS
25.1.The contract shall be governed by the applicable provision of the DFA Procurement Manual, a copy of which is available at http://www.dfa.state.ms.us/Purchasing/ProcurementManual.html.
The Contractor shall agree to assure the confidentiality of any records obtained for MPB as required by state and federal privacy laws. No information, documents, or other material provided to or prepared by the Contractor deemed confidential by MPB pursuant to state and federal privacy laws, shall be made available to any person or organization without the prior written approval of MPB. Any liability resulting from the wrongful disclosure of confidential information on the party of the Contractor shall rest with the Contractor.BACK TO TOP
Addenda #1 - posted October 10, 2013
Question: Should shipping costs be included in the bid?
Answer: YesBACK TO TOP