Multimedia System for the UFBI Auditorium
Note: This temporary section is not a part of the final RFP.
RFP P98V-23 Does this mean something?
The University of Florida is requesting sealed proposals from qualified firms to provide the University of Florida Brain Institute with a equipment to outfit a 150-seat auditorium with state-of-the-art multimedia equipment. This classroom is identified as the University of Florida Brain Institute (UFBI) MMA (Multi Media Auditorium).
Proposals are to be received in the Health Science Center Purchasing Division, University of Florida, PO Box 100324, 1600 SW Archer Road, Gainesville, FL 32610-0324 until DAY, TIME, YEAR, at which time a representative of the HSC Purchasing Division will announce publicly the names of those firms submitting proposals. No other public disclosure will be made until after the award of the contract.
All inquiries for information regarding this proposal should be directed to:
Lisa S. Deal, A.P.P. Purchasing Coordinator, II Health Science Center Purchasing University of Florida PO Box 100324 Gainesville, FL 32610-0324 Ph: 352-392-2814 Fax: 352-392-6716 ________________________________ Lisa S. Deal, A.P.P. Purchasing Coordinator, HSC Purchasing UNIVERSITY OF FLORIDA
The University of Florida Brain Institute (UFBI) wishes to outfit a large auditorium/classroom (150 seats) with state-of-the-art multimedia capabilities. This multimedia auditorium (MMA) will become the focal point for educational activities in the UFBI building now under construction. The MMA must handle various forms of instructional media in a seamless, integrated fashion. The MMA must also accommodate instructors with various degrees of "media literacy" ranging from simple 35mm slide presentations to advanced computer simulations and telepresence.
The MMA core facilities will include dual high-resolution projection systems capable of handling standard video, high-res video, and computer generated images. A full array of audiovisual devices will be available, including VCRs, computers, a document camera, and two slide digitizers. Instructors should be able to control all functions from a multi-media podium or allow technicians to take over from a nearby control room. We envision that MMA will project instruction to remote locations using video teleconferencing and live Internet broadcasts. The MMA will also be part of an integrated part of a building-wide instructional system including a high-res AV distribution backbone, a local cable television system, and various computer networks.
Proposals must be addressed and delivered to the Health Science Center Purchasing Division, University of Florida, PO Box 100324, 1600 SW Archer Road, Room DG-11, Gainesville, FL 32610-0324, on or before the time and date set for closing. Proposals should be in a sealed envelope marked with:
No telephone, telegraphic or facsimile proposals will be considered. Proposals received after the time for closing will be returned to proposer unopened.
Proposers mailing their proposal package must allow sufficient time to ensure receipt of their proposal package by the time specified. It is the responsibility of the Vendor to ensure that the proposal package arrives at the Health Science Center Purchasing Division, by the proposal opening date as specified.
Proposals mailed through the U.S. Postal Service will be considered responsive only if received by the Health Science Center Purchasing Division prior to the proposal opening time.
Proposals should be submitted with one signed original and ?? copies of the original.
Proposers may withdraw proposals at any time prior to the time and date set for opening.
Each proposal shall be prepared simply and economically, providing a straight forward, concise delineation of the Proposers capabilities to satisfy the requirements of the RFP. Fancy binding, colored display and promotional material are not desired. However, technical literature, drawings and pictures of proposed equipment should be included in the proposal. Emphasis in each proposal must be on completeness and clarity of contents. In order to expedite the evaluation of the proposals, it is essential that the Proposers follow the format and instructions contained herein.
All proposals submitted in response to this RFP must be submitted at the sole expense of the Vendor, whether or not any agreement is signed as a result of this Request for Proposal.
No department, school, or office at the University has the authority to solicit or receive official proposals other than the Purchasing Division. All solicitation is performed under the direct supervision of the Director of Purchasing and in complete accordance with University policies and procedures.
Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Scheduling of these oral presentations will be done by the Purchasing Division.
Award shall be made to the responsive proposer whose proposal is determined to be the most advantageous to the University taking into consideration the evaluation factors set forth in the solicitation. Price, although a consideration, will not be the sole determining factor.
Proposals must be submitted in the format shown in Section ??. Proposals in any other form will be considered informal and will be rejected. Conditional proposals will not be considered. All proposals must be signed by an individual authorized to extend a formal proposal. Proposals that are not signed may be rejected.
The University is not liable for any errors or misinterpretations made by the Proposer in responding to this RFP.
The University will not give verbal answers to inquiries regarding the specifications, or verbal instructions prior to and after the award of the contract. A verbal statement regarding same by any person shall be non-binding. The University is not liable for any increased costs resulting from the Proposer accepting verbal directions. All changes shall be made by written modification to the agreement.
Any explanation desired by Proposers must be requested of the University of Florida Health Science Center Purchasing Division in writing and if an explanation is necessary, a reply shall be made in the form of an addendum, a copy of which will be forwarded to each Proposer who has received a set of the proposal documents. Direct all inquiries to:
Lisa S. Deal, A.P.P. Purchasing Coordinator, II Health Science Center Purchasing University of Florida PO Box 100324 Room DG-11, JHMHC Gainesville, FL 32610-0324
14. The terms University of Florida, University, University of Florida Brain Institute and UFBI are used synonymously in this RFP unless otherwise indicated. The terms vendor and proposer are used synonymously in this RFP.
Proposals are being solicited from firms with extensive experience integrating audiovisual systems for instruction. Proposal shall include, at a minimum, the following information. Failure to include these items may be grounds for rejection of the proposal.
References must include the following:
Vendors business organization including an annual financial report, description of facilities and overall staff available and a description of the audio visual products offered, to include a list of the different manufacturers product distributed if applicable.
All proposers must provide a listing and description of any projects worked on previously that may be of comparable size and accomplishes a similar aim. The list shall include customers name and address and the name and telephone of a contact person who is familiar with the system installed and its performance. Please include more than one reference if available.
The Vendor shall identify specific individuals within their organization that will be responsible for the execution of the MMA core facility equipment. A professional biography or vita describing the individuals specific related experience with similar multi-media installations shall be provided for each individual.
Provide a detailed technical discussion of the multimedia system for the UFBI's MMA. Discussion shall deal with each key element of the functional and interface specifications, identifying significant development problems and challenges and the Vendor's technical approach to the challenges. This section must respond to and specifically recognize all elements of the specifications and programs set for in the RFP. This section shall also contain the Vendor's discussion and rationale for any alternatives offered or exceptions taken to the Specifications/Scope of Work section.
The UFBI is scheduled to open September 1, 1998. All work on the multimedia auditorium must be completed by this date.
More detail here?
We envision using an AMX, Crestron or equivalent system to integrate all room fuctions including:
The room has been designed to accomodate two ceiling mount projection systems. These projectors will share a 16 x 10 foot screen located above the stage. Each projector must be capable of handling the following signals:
We envision three complementary stage furnishings: a "standard" podium, a multimedia podium, and a document camera table. The standard podium will be left in the room for traditional instruction using the white boards, 35mm slides, and transparencies. It will incorporate a light, microphone, and room controls. A wireless control for dual 35mm projectors should also be available. The standard podium should easily moved to make room for other equipment.
The multimedia podium is the control center for "high tech" presentations. It will be wheeled in from an adjoining storage area as needed. Control functions may be divided between "fixed" (room lights, projectors, screens) and "roving" (slide changer) controls. The fixed control functions may available from a touch panel mounted on the podium itself. The roving functions should be available from both the touch screen and a wireless remote.
There are several possible configurations for the document camera. A small table might fold out from the side of the podium or be wheeled in as a secondary unit that "mates" with the main podium. The document camera should have both front and back lighting. It should be capable of displaying laser printed pages, standard transparencies, hand-written notes and xrays.
Instructors should be able to walk into the classroom and electronically project their 35mm slides without any special preparation. We currently use slide to video projectors for this purpose. This works well but the resolution is limited to that of standard television. We anticipate that there are higher resolution alternatives (RGB+H/V or all digital). These projectors will be controlled from the podium remote. This equipment will be mounted in a cabinet on the wall behind the instructor.
Instructors should be able to walk into the classroom and electronically project their VHS tapes without any special preparation. A small "queuing" monitor should be available to check the tape before projecting it. This equipment will be mounted in a cabinet on the wall behind the instructor. (The monitor should be shared between all the equipment in the cabinet if possible.)
What about other formats? 8mm? digital?
Instructors should be able to walk into the classroom and electronically project their laserdisc or DVD materials without any special preparation. The small "queuing" monitor would be shared by this device. This equipment will be mounted in a cabinet on the wall behind the instructor.
The classroom will have two remote controlled cameras for teleconferences and remote monitoring. The instructor camera will be ceiling mounted near the back of the room. The audience camera will be mounted to the instructor's left in the front of the room. Both cameras should have full tilt/pan/zoom capabilities.
Will the console itself be part of the RFP or just the wiring?
High quality audio is essential to the operation of the MMA. Proposals should include the following elements:
Will this be part of the RFP?Every seat in the MMA will be pre-wired with cat. 5 copper, which will be activated as switched 10Mbps eithernet. Two 100Mbps ethernet ports will be installed on the multimedia podium, one for the multimedia computer, the other for portable computer.
Do we need more detail than this? - Haiquan
In addition, at different times each station will share the following:
A "smart" white board and video projection system will be available at one end of the room. An instructor's station will placed near the white board. This station will have additional room controls and a dedicated hires "Sky Cam" camera for demonstrations. AV controls, VCR rack, multimedia computer, and other equipment will be built into a control console near the instructor's station.
The room has a central, sunken stage/work area surrounded on three sides by a semi-circular student area. The student area will have ten computer stations with seating for up to 30. A small stairway allows students to move to and from the stage.
A "smart" white board and video projection system will be built into the room to the instructors left. At different times the stage will accommodate various additional pieces of AV equipment including:
The room and computers will be configured to allow and "intimate" relationship between students, simulations, and instructors including:
The building will have a coaxial cable television backbone for general use. The MMA should be interfaced to allow instructors to "dial in" to any channel and project it for the audience. Signals originating in the MMA should also be available to the rest of the facility over this system.
The building will have a 6 wire (RGB+H/V+spare) high-res video distribution network. The MMA video system should be able to switch and display images from this network without loss of resolution. Any high-res devices in the MMA should have the potential to put signals on the network as well. The goal is to display higher resolution whenever it is available. Certain low-res devices (the podium monitors for example) should be interfaced to view these signals at lower resolution.
More from Mike Conlon?
Standard twisted pair 10Mbit/100Mbit Ethernet will be installed by HealthNet.
At least 2 ports for the podium. Do we need any more detail here?
Connection to the HSC video bridge. Mike Conlon?
Mike Conlon?
No standard text for training, we just write what we'd like, or ask the vendor to provide options.
There is standard warranty text on the Acknowledgement page #15, but it is rather vague. Recommend we ask the vendors to provide warranty information on all equipment quoted.
The objective of the proposal evaluation process is to identify a vendor who has the necessary expertise and resources to undertake the MMA project.
Vendor offers to deliver and integrate the necessary systems to make the MMA fully functional as described under "Specifications."
Proposals will be evaluated by a "Proposal Evaluation Team" (PET) consisting of individuals designated to make an award recommendation for the MMA. Each member of the PET will evaluate all proposals in accordance with the criteria listed below. A score of 0 to 100 points will be assigned to each category. The scores will be weighted as outlined below. Scores from all evaluators will be averaged to arrive at the final score for each proposal. Should we set a minimum score?
Evaluation will be based on the degree to which the proposer's related experience approaches or exceeds the size and scope of the MMA.
Evaluation will be based on the relevant experience of the personnel assigned to the project. Evaluation factors will include education and training, overall experience in multimedia classroom design, and experience with the proposer's organization.
Evaluation will be based on the understanding of specification requirements, the responsiveness to those requirements, and appropriateness of the proposed design.
Factors to be considers include the total proposed cost, the data included to justify the total cost, the reasonableness of the cost breakdowns provided, and the definition of the scope of work covered by the proposed cost.
From Purchasing...
TBA in January 1998... Make mandatory?
From Purchasing...
From Purchasing...
Need to have Proposal Evaluation Team (PET) input on this.
Need to have Proposal Evaluation Team (PET) input on this.