RFP P98V-23
The University of Florida is requesting sealed proposals from qualified firms to provide the University of Florida Brain Institute (UFBI; see http://www.ufbi.ufl.edu) with equipment to outfit four facilities within a new construction project with state-of-the-art multimedia equipment. The four new sets of facilities are identified herein as 1) the Multimedia Auditorium (MMA), 2) the four Multimedia Conference Rooms (MMCR), 3) the Multidisciplinary Simulation and Computer Laboratory (MSCL), and 4) the Surgical Research and Training Laboratory (SRTL). Additional systems designed to integrate these specialized areas with the rest of the UFBI and Health Science Center are identified as a fifth "Building Infrastructure" category.
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, see http://www.ufbi.ufl.edu) wishes to outfit four sets of facilities with state-of-the-art multimedia capabilities in a new building scheduled for completion by September 1, 1998.
The Multimedia Auditorium (MMA) found on the ground floor of the new building is designed as a laptop computer environment in which each of the 162 seats (including four spaces for wheelchairs) has access to electrical power and 10 Mbit Ethernet connections. The MMA will become one of the major focal points for the educational acitivities of the UFBI and as such it 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. This RFP includes a request to equip the MMA with dual high-resolution projection systems capable of handling standard video, high-res video, and computer generated images. A full array of audiovisual devices need to be included in the proposal, 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 the MMA will project instruction to remote locations using video teleconferencing and live Internet broadcasts. The MMA will also be 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.
The four Multimedia Conference Rooms (MMCR) on the ground floor of the new building are designed to handle a variety of types of multimedia presentations. These rooms will have movable seating, power-driven screens and traditional white boards. This RFP includes a request to build two portable video teleconference units and two portable multimedia systems. The latter will include detachable video projectors and portable, "smart" white boards. All of this equipment will be shared among the four MMCRs and conference rooms throughout the building.
The Center for Advanced Practical Neuroscience (CAPN) Multidisciplinary Simulation and Computer Laboratory (MSCL) on the first floor of the new building is designed to serve as a specialized classroom for "live" computer-based simulations and as a computer classroom and laboratory. This room should be equipped with a "smart" white board, a portable video teleconferencing unit, and portable multimedia projection equipment.
The CAPN Surgical Research and Training Laboratory (SRTL) on the first floor of the new building is designed to teach advanced operative techniques on human cadavers and animals to surgeons and other technical personnel. Included within the RFP is a request that each of the 16 teaching stations be equipped with an overhead digital camera and high resolution video monitor. These monitors will display images from a many sources including the overhead cameras, the video output from surgical microscopes, from fluroscopic and endoscopic equipment, from a portable high resolution digital camera, from computer workstations, and from the building network. A need to store and display images and sound in a variety of media such as videotape and DVD must also included within the proposal.
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 10 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 and equipment presentation/demonstration to the Proposal Evaluation Team. 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 6. 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
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.
Vendors business organization including an annual financial report, description of facilities and overall staff available and a description of the multimedia and 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 design and installation of the equipment for each of the four facilities within the new UFBI building (i.e., the MMA, the four MMCRs, the MSCL, and the SRTL.). A professional biography or vita describing the individual's 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, MMRCs, MSCL and SRTL. 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 forth 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 on September 1, 1998. All work on the MMA, MMRCs, MSCL and SRTL must be completed by October 1, 1998.
Using hand held and/or podium controls in the auditorium, or related devices in the control room found directly adjacent to the auditorium, the proposal should describe a system that integrates all room fuctions including:
The MMA has been designed to accomodate two ceiling mounted projection systems. These projectors will share a 16 x 10 foot screen located above the stage. The proposal must describe projectors capable of handling the following signals at 1024x1024 resolution:
The proposal should describe how the vendor will provide for 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 be 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, X-rays, magnetic resonance images and other film-based images.
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 converters need to be controlled from the podium remote. This equipment needs to be mounted in a cabinet on the wall behind the instructor. (See attached plans.)
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. The player needs to be controlled from the podium remote. This equipment needs to 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.)
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. The player needs to be controlled from the podium remote. This equipment needs to be mounted in a cabinet on the wall behind the instructor.
The MMA will have two remote controlled cameras for teleconferences and remote monitoring. The camera facing the instructor needs to be ceiling mounted near the back of the room. The camera facing the audience needs to be mounted to the instructor's left in the front of the room. Both cameras should have full tilt/pan/zoom capabilities and be controllable from the podium and/or the control room adjacent to the MMA.
One or more ceiling mounted microphones will be needed as part of general room monitoring. This audio may be added to the signal from the room video camera for use on the CATV system.
Instructors will use a wall-mounted "smart" whiteboard for interactive presentations. The computer in the multimedia podium should serve as the interface for this device. A portable LCD projection system (to be included in the proposal) will be brought in to put images on the board. The instructor should have the option to reproject these images on the large overhead screens and deliver "snap shots" to student computers connected to the network ports at their seats in the MMA, elsewhere in the building, or even over the World Wide Web.
Two portable teleconferencing consoles each consisting of two monitors and a camera need to be constructed such that they can be "rolled in" between the first row of seats facing the instructor. The monitors need to display the local and remote teleconference signals. The camera needs to be positioned over the remote monitor to allow the instructor to speak "eye to eye" with students outside the room. Appropriate wiring, jacks, and switching must be included in the proposal.
High quality audio is essential to the operation of the MMA. Proposals should include the following elements:
Two long focus 35mm slide projectors will be located at the back of the auditorium. They will be wired into the room control system for lamp on/off, previous/next slide, and focus.
Every seat in the MMA will be pre-wired with cat. 5 copper, which will be activated as switched 10Mbps Ethernet. Two 100Mbps Ethernet ports will be installed on the multimedia podium, one for the multimedia computer, the other for a portable computer.
There are four conference rooms location on the ground floor near the MMA. Two of these rooms can be opened into a larger space by retracting a removable wall. (See attached plans.) These will not have built in multimedia systems, but will rely on portable systems when multimedia or teleconferencing is needed. Departmental conference rooms scattered throughout the building will also share this equipment.
Each portable multimedia (PMM) system will include the following:
The ground floor conference rooms will share two portable 4x6 foot "smart" whiteboards (see above) that will interface with the PMM systems. These touch sensitive panels will be used in three different ways: as standard whiteboards, as "recordable" whiteboards, or as fully interactive computer display devices.
Two portable teleconferencing consoles (see above), each consisting of two monitors and a camera, need to be constructed for use in the MMA, MMCR, MSCL, and other locations within the building. The monitors need to display the local and remote teleconference signals. The camera needs to be positioned over the remote monitor to allow the instructor to speak "eye to eye" with students outside the room. Appropriate wiring, jacks, and switching must be included in the proposal.
The room has a central, sunken stage/work area surrounded on three sides by a semi-circular table defining the "student" area. The student area will have ten Silicon Graphics computers (not part of this RFP) with seating for up to 20. A small stairway and wheelchair lift allow students to move to and from the stage as needed.
A 4x6 foot "smart" whiteboard will be built into the room to the instructor's left (see above). A portable multimedia system (see above) will be brought in to interface with this board as needed. At different times the stage will accommodate various additional pieces of AV equipment including:
The room and computers are configured to allow and "intimate" relationship between students, simulations, and instructors including:
The instructor will be able to control the room lighting and the position of the retractable projection screen from a panel on the wall.
The METI Human Patient Simulator (HPS) will be position on the central stage area. Telemetry from the system will be available on the student Silicon Graphics work stations. The simulator will be removed and stored elsewhere when it's not in use.
When this room is used as a computer classroom, a instructor's work station will be positioned in the center of the stage area. This will take the form of a small portable desk with similar computer equipment to be used by the students. Switching equipment will be available so that the instructor can force each student to display the instructor's work station or that of any other student. The system will also allow the instructor to monitor progress at each station and "look over the shoulder" of students as they work. We anticipate that this will be an off the shelf system consisting of small in line devices which intercept the video output of each computer and allow it to be switched before it's sent on to the individual monitors. The instructor's station will optionally be connected to the a video projection system from one of the portable multimedia systems for presentations to the entire class.
A simple fixed wide angle video camera will be positioned above the stage and wired into the video distribution system to allow this room to be monitored from other locations in the building.
One or more ceiling mounted microphones will be needed as part of general room monitoring. This audio may be added to the signal from the room video camera for use on the CATV system.
In addition, at different times each station will share the following (all of this equipment is outside of the RFP):
A "smart" white board and video projection system needs to be provided at one end of the room (see above). An instructor's station will placed near the white board. This station will have additional room controls and an extra auxillary video port for a high resolution portable camera ("Sky Eye" or equivalent system). AV controls, VCR rack, multimedia computer, and other equipment will be built into a control console near the instructor's station.
In most cases, the instructor will dissect and demonstrate procedures in parallel with the class. The station closest to the audiovisual support area will be reserved for this purpose. A "Sky Eye" or equivalent auxiliary camera system (not part of RFP) will be used to capture high quality video for instruction. An additional video input should be included for this purpose.
Instructors will periodically give presentations using slides, videotape, and computer generated graphics. A 6x4 foot "smart" white board (see above) will be located on the center wall just behind the instructor's station. A ceiling mounted video projector will be preset to focus on the white board or retractable screen as needed. The instructor's voice and audiovisuals will also be distributed to the 16 monitors located throughout the room.
This facility will require a mixture of centralized and distributed control systems. Each teaching location will have the ability to select from up to four video sources including: an overhead camera, an operating microscope or endoscopic surgical unit, a shared fluoroscope, and instructional video determined by the instructor. Local zoom and focus adjustment of the overhead camera will be included. Each location will also be able to start, stop, and pause their own videotape recorder (located in the AV support area).
A wireless control module will allow the instructor or an AV technician to control all aspects of room function, including:
A 17th overhead video camera will be positioned near the ceiling mounted projection system to allow the room to be monitored from elsewhere in the building. This camera should have full tilt and zoom capabilities with remote control. It will also be used as alternate camera for instruction from the front of the room.
One or more ceiling mounted microphones will be needed as part of general room monitoring. This audio may be added to the signal from the room video camera for use on the CATV system.
The audio system for this room will use the speakers present in each monitor to deliver the instructors voice and other content to each teaching station. The system will be able to mix signals from the following sources:
The building will have a coaxial cable television backbone for general use. Vendors need to propose a system which will ensure that all teaching areas will be interfaced in such a way as to enable instructors to "dial in" to any channel and project it for the audience. Signals originating in the auditorium and surgical training area should also be available to the rest of the facility over this system.
The building will have a limited high resolution video distribution network connecting all major teaching areas and the central control room adjacent to the MMA. This system should be able to switch signals from room to room on demand. The goal is to display higher resolution whenever it is available. At the current time we anticipate using S-video (Y/C, approximately 450 lines) as the high resolution standard, however, the building will be wired to support higher standards as they become available (RGB+H/V). Vendors must propose a system in which the control of the video switch is integrated with the MMA control system described above.
Portable multimedia systems (see above) will be from room to room as needed. The portable multimedia units will interface with the building infrastructure as follows:
In addition to 2 portable teleconferencing consoles (see above) the RFP should include 2 rack mounted CODECs in the control room adjacent to the MMA. It is our intention to support instructional and administrative teleconferences from all major classrooms and at least one conference room on every floor. The portable consoles will be moved to these locations as needed and plugged into the existing video distribution system. The signals will be coded/decoded in the control room and interfaced with the outside world via the HSC/Shands video bridge external to the UFBI. The portable teleconferencing consoles will interface with the building infrastructure as follows:
Assistive listening devices are required in all classroom areas with amplified sound. (See attached University of Florida standards.) Based on seating, the number of devices needed for each area is as follows:
The UFBI will have a "video on demand" system based on MPEG2 and other standards. The archive will be available from the SGI/Mediabase server mentioned above (the server itself is not part of the RFP). A two channel MPEG2 encoder (expandable to 6+ channels) will be located in the control room to capture video from the high resolution backbone or other sources in the building.
The UFBI will frequently "broadcast" instruction over the Internet. The SGI/Mediabase server will provide this capability. A PC-based RealMedia encoder will be available in the control room to capture audio or video from any source in the building. A portable computer with the RealMedia encoder should also be available.
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 project. Each member of the PET will evaluate all proposals in accordance with the criteria listed below. Proposals will be evaluated based on a total possible score of 1000 points. The points will be allocated as outlined below. Scores from all evaluators will be averaged to arrive at the final score for each proposal.
Up to 100 points will be assigned based on the overall cost of the proposal. Factors to be considered 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. Proposals should include specific dollar amounts for each of the following areas:
The major components of this project must work together seamlessly as an integrated system. The evaluation team will score each proposal as a whole on a scale of 0 to 200 using the following criteria: functional connectivity between subsystems (e.g., switching video), feasibility of the overall design, reasonableness of design compromises and personnel required to support use of the system. Up to 200 points will be assigned based on the overall cost of the proposal.
Pursuant to Section 287.0945 Florida Statutes, and for the purpose of scoring Certified Minority Business Enterprise (CMBE) participation, the points assignment will be determined as follows: Proposers who are fully qualified as a CMBE as set forth in Section 287.943 Florida Statutes, and who are fully qualified to provide, without substantive support from a non-CMBE, the products and services requested by this RFP, shall be assigned a numerical score of 10. Proposers who indicate the existence of a joint venture, partnership, or sub-contract agreement with a CMBE, and whose Proposal stipulates that the CMBE will perform substantive work within the project, shall be assigned a numerical score from 1 (low) to 50 (high). Numerical scores will be based on the scope of CMBE contribution to the overall project. All CMBE certification shall be approved and listed by the State of Florida, Department of Labor & Employment Security Minority Business Office. Non-CMBE's will be assigned a score of 0 points.
For purposes of comparison across vendors, the project has been divided into eight "subsystems" and proposals should be organized as follows:
This matrix illustrates how individual subsystems will be evaluated. A total of 650 points (65% of total) are possible. The core facilities (MMA and SRTL) have been given twice the number of points as the other subsystems. The percentages will be used to scale these results for a subsystem total.
| MMA | SRTL | MMCR | MSCL | Control | Video | Teleconf | Interfaces | |
|---|---|---|---|---|---|---|---|---|
| Time Line (10%) |
20 | 20 | 10 | 10 | 10 | 10 | 10 | 10 |
| Training/Docs (5%) |
10 | 10 | 5 | 5 | 5 | 5 | 5 | 5 |
| Warranty/Support (5%) |
10 | 10 | 5 | 5 | 5 | 5 | 5 | 5 |
| Experience (10%) |
20 | 20 | 10 | 10 | 10 | 10 | 10 | 10 |
| Responsiveness (10%) |
20 | 20 | 10 | 10 | 10 | 10 | 10 | 10 |
| Technical Design (15%) |
30 | 30 | 15 | 15 | 15 | 15 | 15 | 15 |
| Cost (10%) |
20 | 20 | 10 | 10 | 10 | 10 | 10 | 10 |
Proposers should provide a specific project time line for each subsystem. The desired completion date is October 1, 1998. Proposals that meet this date for one or more subsystems will be scored higher.
Each vendor applicant shall describe its training and educational programs for University personnel in the use, care and maintenance of the proposed System. Vendor applicant proposals shall include the price for this training and the number of University employees that may attend described programs below:
Successful graduates of the training program listed above shall be certified by the selected vendor in writing, as being fully qualified to perform preventative and remedial maintenance and Original Equipment Manufacturer (OEM) approved System modifications without invalidating the warranty or any maintenance agreement.
The vendor shall furnish one copy of the operator's manual for each component. This manual should be designed to be used by the end user. Topics shall include a general description of how to use all functions on the piece of equipment and information as to what to do if a malfunction occurs.
The vendor shall furnish schematics and technical documentation for each subsystem. This information should describe the subsystem in sufficient detail that properly trained technicians will be able diagnose problems and make repairs some time in the future. Any custom made components must be fully documented.
Vendors shall provide copies of the warranties on each piece of equipment as quoted.
Proposers should specifically outline a plan for warranty and support of each subsystem. This plan should include, but not be limited to, the following:
Evaluation will be based on the degree to which the proposer's related experience approaches or exceeds the size and scope of the RFP. References should demonstrate qualifications of all key personnel as well as the overall organization. At least 3 references should be provided with an emphasis on work done in the state of Florida, work done in the academic/educational settings, and prior work involving similar systems to the ones being proposed.
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. Proposals should include qualifications of key personnel, including a systems integrator who will serve as the Project Manager. This individual's qualifications should include a proven ability to work with end users to ensure that the prooposed systems perform to their functional, not just technical, specifications.
Proposals should address all major functional components of each subsystem. A list of proposed components with itemized costs must be included. Redesign and substitution of less expensive and/or higher performing components is acceptable, but the rationale for such changes must be explicit.
This project will require a significant amount of original design work on the part of the proposer. The reviewers will pay particular attention to this area. Higher scores will be given for innovation, simplicity, flexibility, upgradability, and ease of use.
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. For purposes of comparison across vendors, the project has been divided into "subsystems" and proposals should include specific dollar amounts for each of the following areas:
TBA, Mandatory?
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