Office of the Director of Purchasing
Issue Date: September 19, 2013
501 Franklin Avenue, Waco, TX 76701
Competitive Sealed Bid (CSB) # 13-0981
Voice: 254-755-9452 Fax: 254-755-9688
Sherry Trotts, C.P.A., CTSBO Director of Purchasing
CSB Title: High-Definition Mobile Production System CSB Opening Time & Date: October 7, 2013, at 2:00 P.M. CST
Purpose and Introduction The Waco Independent School District (WlSD) is accepting competitive sealed bids (CSB) from qualified production system providers to provide a turn-key solution for the Waco ISD for their high-definition mobile production system needs. The purpose of this request for a CSB is to provide a standard from which to evaluate your company's proposed turn-key solution as it compares to other proposers and as it pertains to the needs of our school district as defined in this document. Length of Contract: We are requesting that the turn-key project be completed no later than January 10, 2014. Subsequent purchases for additional/ancillary items other than the items outlined in this bid are also to be covered under the scope of this bid. Purchases in total shall not exceed 10% of the original bid award and will be allowed for three years from the January 10, 2014 project completion date. This is to cover items that get broken/stolen or for items that were unforeseen at the time the bid was issued that are needed in order to run the system successfully. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract.
Important Note: There is an online portion of this bid that must be completed in addition to the submittal requirements stated within. This is just for tracking and reporting purposes. You must complete the online portion at https://wisdebid.ionwave.net . You will get a confirmation when you have successfully submitted your info. No pricing or documents need to be uploaded to this ebidding system, just a few questions answered. This will also allow the Waco ISD to inform you of any addendums on this project. Evaluation, Ranking and Selection Bids shall be evaluated by the following means to determine which vendor proposes the best value to the district: the purchase price, the reputation of the vendor and of the vendor’s goods and services, the quality of the vendor’s goods or services, the extent to which the goods or services meet the district’s needs, the vendor’s past relationship with the district, the total longterm cost to the district to acquire the vendor’s goods or services. Additional evaluation criteria include the vendor’s estimated time of completion, the physical design of the system, integration compatibility with WISD existing systems, the qualifications of vendor and their ability to carry out the obligations of the contract and their ability to deliver the items contemplated herein.
After considering both the technical and financial factors set forth in this CSB, the evaluation committee will make recommendations for the award of the contract to the responsive and responsible offer or whose proposal is determined to be the most advantageous to the District. Contract Award Criteria The evaluation of Proposals will be completed utilizing the following criteria and relative weights: The initial purchase price Total long term cost to the district to acquire the Vendors goods/services Reputation of the Vendor and of the Vendor’s goods/services Quality of the Vendor’s goods/services Extent to which the goods/services meet the District’s needs Vendor’s past relationship with the District Vendor’s estimated time of completion Total Evaluation Points
30 15 15 10 10 10 10 100
Schedule The solicitation and subsequent award will conform to the following schedule: Release of bid Submittals due Bid Award Project Completion
September 19, 2013 October 7, 2013 October 24, 2013 No later than January 10, 2014
The District reserves the right to modify the above timeline should unforeseen events arise. Questions There are no other specifications other than what is included in this package. Any questions on this bid must be submitted in writing or e-mailed to Sherry Trotts, Waco ISD Director of Purchasing at [email protected]
or faxed to 254-755-9688. All questions or requests for clarification must be received no later than five (5) working days prior to the bid opening to ensure that there is adequate time for the District to respond and take appropriate action (if needed) prior to the submittal deadline. Vendors finding errors, omissions, or corrections that need to be made to the specifications shall contact the District as soon as possible before the bid is due. Criminal History Contractor must adhere to the Texas Education Code Chapter 22 which requires all contractors to certify that criminal history record information, through Texas Department of Public Safety, regarding its covered employees has been obtained. Fingerprinting State law requires any vendor or his employees, entering our campuses, that has direct contact with students, must be fingerprinted through the Texas DPS system. It is anticipated that this will not be required in this bid, as no contact with students should occur. Ethics The proposer shall not offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the District. Rejection of Bids The District reserves the right, at its sole discretion, to reject any and all bids that it receives as a result of this competitive sealed bid. The District also reserves the right to waive informalities
and minor irregularities in those bids received, and retains the right to negotiate separately with any source whatsoever, in any manner necessary, to serve the best interests of the District. The District will, at its discretion, award the contract to the responsible vendor(s) submitting the best submittal that complies with the CSB. Liability and Reserved Rights By submitting a bid, each bidder agrees to waive any claim it has against the district, and its respective employees arising out of in connection with the administration, evaluation, or recommendation of any bid; waiver of any requirements under the bid documents, or the contract documents, acceptance or rejection of any bids; and award of the contract. By execution and submission of this bid, the bidder hereby represents and warrants to the district as follows: "The bidder has read and understands the bid documents and the contract documents and this bid is made in accordance with the documents." The District is not liable for any costs incurred by the vendor prior to the issuance of any agreements, contracts, or purchase orders, and will not pay for information solicited or obtained in response to this CSB. The information obtained will be utilized solely to determine the suitability of the products or services offered. Subsequent procurement, if any, will be in accordance with appropriate rules and regulations. This CSB does not commit the District to pay any cost incurred in the preparation or submission of any proposal or to procure or contract for any services. The District reserves the right to amend this CSB by an addendum issued up to the date set for receipt of proposals. Changes to this bid, prior to opening, may be made in the form of an addendum. Addendums will be posted to the District’s website at https://wisdebid.ionwave.net If revisions are of such a magnitude to warrant, in the District's opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. Contract Changes No verbal agreement or conversation with any officer, agent or employee of the District either before or after the execution of the contract resulting from the CSB or follow-up negotiations, shall affect or modify any of the terms or obligations contained in the written contract resulting from the CSB. No alterations to the terms and conditions of the contract shall be valid or binding unless made in writing and signed by the Purchasing Agent and an authorized contractor representative. *****THIS DISTRICT HAS IMPLEMENTED A “NO CONTACT” PROCEDURE DURING THE BIDDING PROCESS. THIS MEANS THAT FROM THE DATE THE BID IS ISSUED UNTIL THE DATE THE BID IS AWARDED BY THE BOARD, THERE SHALL BE NO CONTACT BY ANY VENDOR TO ANY DISTRICT EMPLOYEE (EXCLUDING THE PURCHASING DEPARTMENT EMPLOYEES) OR BOARD MEMBER IN RELATION TO THIS BID, UNLESS AUTHORIZED BY THE DIRECTOR OF PURCHASING***** Submittal Information Please allow adequate mailing time for your response. Bid responses must be received no later than the bid opening time: October 7, 2013, at 2:00 P.M. CST Late Bids The District is not responsible for late proposals submitted either electronically through the online bidding system nor is the district responsible for late bids that are delivered in person or mailed to the purchasing office. The online bidding system will automatically reject any bids submitted after the bid deadline and the time/date stamp clock in the Waco ISD’s Purchasing Office shall be the official date and time for delivered or mailed bids.
The Proposer must submit one (1) original and two (2) copies of their sealed bid to the District by the deadline of October 7, 2013, at 2:00 P.M. CST. Faxed or emailed responses will not be accepted. Bids shall be accepted up to, and no later than, the time indicated in the schedule below. Bids received after the time stated below will not be considered. PLEASE INDICATE THE BID NUMBER ON THE OUTSIDE OF THE PACKAGE AS FOLLOWS: Bids may be dropped off at 501 Franklin, Suite 502, Waco, Texas 76701 or mailed to PO Box 27, Waco, Texas 76703. Sample format of the remittance package if mailed: Your company name Your return address info
U.S. Postage Waco ISD Purchasing Department PO Box 27 Waco, TX 76703
CSB#13-0981 High-Definition Mobile Production System BID Opening Date/Time: October 7, 2013, at 2:00 P.M. CST
Format of Bid Response All bids are required to be submitted in the following manner and include the following structure: 1. Transmittal Letter (signed by authorized representative) 2. Executive Summary 3. Bid Submittal Sheets (including project team, references, and questionnaire) 4. Pricing Sheets 5. Representations and Certifications 6. Conflict of Interest Form 7. Do not forget to complete the online portion of this bid
Below is additional information on what should be included in each area listed above (as a minimum): Transmittal Letter – Provide a short (no more than three pages) letter, signed by an authorized individual. The letter should identify the vendor’s point of contact for the duration of this CSB process, and should delineate that the contents of the bid are valid for at least 90 days. Executive Summary – Provide a summary that briefly reviews your proposed solution. Bid Submittal Sheets, Pricing Sheets, Representations & Certifications, and Conflict of Interest Form are self-explanatory. In regards to the conflict of interest form, if there is no conflict, just put your company name and “n/a” on the form. Specifications This project must include all materials, equipment, transportation, and labor necessary to achieve a complete and functional system. It is preferred that the proposed solution match the brand make/model requested in the specifications. These are not proprietary brands and should be readily available to all proposers. The work of this section also includes: Preparation of bid information; Pick-up of owner furnished equipment and incorporation into project as needed; Installation in accordance with the contract document, manufacturer's recommendation, and in conformity with applicable codes and authority having jurisdiction. The supply of items and quantities according to the intent of the Specification and Drawings, without claim for additional payment. System documentation and as-built drawings; Instruction of operating personnel; Provision of manufacturer’s operating manuals, in hardcopy or electronic form; Manufacturer-supplied information concerning maintenance services and warranty policies. RESPONSIBILITY Supply accessories and minor equipment items needed for a complete system, even if not specifically mentioned in these Specifications or on any associated Drawings, without claim for additional payment. Notwithstanding any detailed information in the Contract Documents, it is the responsibility of the contractor to supply systems in full working order. Notify the Director of Purchasing at [email protected]
of any discrepancies in part numbers or quantities before bid is due.
Execute all work in accordance with the Occupational Safety and Health Act and all applicable State and Local codes, ordinances, and regulations. If a conflict develops between the contract document and the appropriate codes and is reported to the Director of Purchasing prior to bid opening, the Director will prepare the necessary clarification. Where a conflict is reported after contract award, propose a resolution of the conflict and, upon approval, perform work. STANDARDS Generally-accepted published specification standards, tests or recommended methods of trade, industry or governmental organizations apply to Work in this section. Signal cabling shall conform to the following specifications: All coaxial cabling used for conveyance of digital or analog video signals shall be: Of 75 ohm nominal impedance; Sweep tested by its manufacturer up to 4.5 Gigahertz (GHz) Contain braided copper shielding of at least 96 percent coverage; The same type and specification throughout the system; Non-plenum type CM; Of black or gray jacket color. Terminated with BNC connectors of 75 ohm nominal impedance; Frequency range of 0- 6 Megahertz (MHz); Return loss not more than -22 dB at 3 Gigahertz (GHz); and Crimp-on style (no compression, screw-on, or solder style connectors). All audio cabling used for conveyance of analog audio signals shall be: Of three conductors, including a red-insulated “hot” conductor, a black-insulated “cold” conductor, and a non-insulated ground (“shield”) conductor. Of conductors at least 24 AWG thickness; Of stranded conductors; Foil or braided copper shield over each audio pair; Each audio pair in its own overall jacket; The same type and specification throughout the system; Non-plenum type CM; and Of blue or gray jacket color. Terminated, where appropriate, with metal-bodied XLR connectors of 3-pin Cannon style; Rubber boot; Strain-relieving chuck; Noble-metal conductors (i.e., silver or gold); and Solder-on style (no compression or spring-style connectors). All data cabling used for conveyance of low-voltage non-Ethernet digital signals shall be: Appropriate type and quality to the specification being used; Displaying conforming marks as appropriate, for example, USB cabling shall display the USB Implementer’s Forum logo as seen at http://www.usb.org on its packaging or the cable itself; Of stranded conductor construction; Possessing proper strain relief as to assure reasonable reliability over the life of the system. All data cabling used for conveyance of Ethernet digital signals shall be: Of twisted-pair construction; Of solid-conductor construction; Of unshielded (UTP) type;
Possessing non-bonded conductors (no Duobond); Conforming to Telecommunications Industry Association (TIA) standard for Category 6 or 6a cabling (ANSI/TIA-568-B-2.1). Of at least 23 AWG conductor thickness; Terminated in non-keyed “RJ45” 8P8C modular crimp-style or EZ-RJ style connectors. All camera cabling used for conveyance of camera signals from camera head to CCU shall be: Capable of supplying all signals over distances of at least 500 feet; Capable of supplying power as needed over the same distance requirement; Waterproof in the sections between the connectors (the connectors are not necessarily expected to be waterproof); Capable of being effectively used outdoors in temperatures from 20 to 140 degrees Fahrenheit without degradation of signal or flexibility; Capable of meeting all specifications of the camera and/or camera extension equipment manufacturer; Terminated in metal-bodied connectors conforming to the appropriate standards entity, for example, optical hybrid connectors must conform to SMPTE standards 304M/311M; Use connectors made by the dominant manufacturer of that style connector. For example, triaxial connectors by Kings, Canare, or Lemo; optical hybrid SMPTE 311M connectors by Lemo. All remaining cabling used for signal conveyance shall conform to the appropriate standards entity and Underwriter’s Laboratory testing requirements, and be capable of conveying its signal over the distance required in the specifications as listed here. Compatibility with Current Equipment The following is a summary of currently-owned equipment that is material to this specification document. The District has already purchased some pieces of HD mobile production equipment that will be used with the equipment specified in this document. All equipment supplied in fulfillment of this specification document shall be electrically, mechanically, and functionally compatible with the equipment already purchased; This is not intended to be an exhaustive inventory of District-owned equipment, only a listing of the equipment that may affect the specification of equipment for the HD Mobile Production System under this document. Camera Systems: Three (3) Sony PMW-320K HD camera systems with lens packages. Each includes: One (1) Fujinon MS-01/X1 Manual Focus/Servo Zoom Control Kit; One (1) Marshall V-LCD651STX-3GSDI, 6.5-inch LCD Portable Field/Camera Top Monitor, with Marshall V-LCD-MT-01 Camera Hot Shoe Mount; Hoodman H-700 Sunshade for LCD Monitors; Custom 4-pin Hirose male to 4-pin XLR female power cable. Camera Support Systems: Three (3) CSI Daiwa EFP 40 (100mm bowl) fluid heads from legacy CSI Daiwa tripods, remounted on the following new Sachtler tripods: Three (3) Sachtler ENG 2 Carbon Fiber (Catalog Number 5386) Tripods, including: Mid-Level spreader 100/150 (Catalog Number 7007); Rubber Feet 100/150 (Catalog Number 7004);
Padded Bag for ENG 2 (Catalog Number 9104). Recording System: One (1) AJA Ki-Pro Digital File Recorder with Apple ProRes 422 Recording capability: To record the Program output of the Live Production System/Switcher specified in this document; Includes one (1) 500 GB AJA KiStor; One (1) additional 500 GB AJA KiStor Module is desired for this Ki-Pro and is specified in Section 1.4-B-2-b of this document; A rack-mount kit was not purchased for this Ki-Pro and is specified in Section 1.4-B-2-c of this document.
DESCRIPTIONS AND REQUIREMENTS The following is intended to further describe the Work and clarify design intent and is not an exhaustive description of the systems. Equipment Description: Director’s Rack. This system shall provide: One (1) shock-mounted rack case of standard 19-inch width and 28 rack units inside height, with Front and back full-length mounting rails with 10-32 size pre-drilled, tapped and threaded mounting holes; At least 24 inches depth between the front and back mounting rails; Fully-removable lockable (capable of accepting a standard padlock) front and back panels; Plastic-coated outer surface, blue in color; and Rubber-coated wheels. One (1) Rack-mount speaker system, two channels with Single rack unit size; and XLR line-level analog inputs; One (1) Rack-mount LCD monitor of at least 17 inches diagonal measurement for switcher program monitoring, with At least 1920x1080 native resolution; Two HD-SDI inputs with switched output; One (1) Rack-mount LCD monitor of at least 17 inches diagonal measurement for multi-viewer source monitoring, with At least 1920x1080 native resolution; One DVI-D input; Two HD-SDI inputs with switched output; One (1) Rack-mount sliding shelf, with Capability of supporting at least 25 pounds; and Adequate surface area when extended to support the switcher control panel as defined elsewhere in this section. Uninterruptable Power Supply (UPS) System to selected equipment in the Director and Preview racks, providing: Wattage capacity of at least 110% of the sum of the wattage ratings of the following equipment contained in these racks, estimated at approximately 1330 watts: Live Production System (Switcher System); Three (3) camera extension systems;
Terminal Gear frame and cards; Timecode Generator; Audio embedder and SD Downconverter; Iso and Program Recorders; At least four minutes runtime at 100% load; Capability of being powered by a 15-amp 120V single phase AC circuit; Larger-capacity circuits are not always available in the venues in which this equipment will be used; Capability of accepting input power through a NEMA 5-15P plug; Overvoltage protection to at least 140 volts; Brownout (undervoltage) protection to at least 85 volts; LED or LCD bargraph displays of load and battery charge state; 2-3 Rack Unit size; Weight not to exceed 65 pounds; and Four-post rack mounting kit; One (1) Vertical Power Strip, with: At least twelve (12) NEMA 5-15R outlet receptacles; At least 12-foot input cord terminated in NEMA 5-15P plug; Correct size to fit vertically within rack of approximately 49 inches height; Mounting hardware to allow the strip to attach to either the back rack rail or the interior wood shell of the rack case. To be plugged into its own 15 amp circuit separately from the UPS housed in the Director’s Rack. Locking rack-mount storage drawers to fill the bulk of the remaining space. Black metal blank panels to cover remaining front rack spaces. Recording Systems. These systems shall provide: One (1) AJA Ki-Pro Rack 10-bit digital file recorder using storage modules compatible with the currently-owned AJA Ki-Pro: To be used for isolated “ISO” recording of the live production system/switcher Aux 1 Output; At least 1920x1080 at 59.94 fPS (fields-per-second) resolution; Apple ProRes 422 SD and HD codec support; Capable of SD and HD recording; Video in/out: SD- and HD-SDI (1xBNC), SMPTE-259/292/296; Digital audio input as 24-bit SDI embedded audio, 8 channel, 48kHz; Analog audio input as two-channel balanced XLR connection, line-level; Network connection over gigabit Ethernet (RJ45); SMPTE timecode input via BNC; Three (3) 500 gigabyte (GB) AJA KiStor Module hard drive storage devices: One (1) is to be used with the currently-owned AJA Ki-Pro as specified in Section 1.3-C-4-a-3 of this document; Two (2) are to be used with the new AJA Ki-Pro Rack recorder specified in this section. One (1) Rack mount kit for AJA Ki-Pro portable recorders: To be used with the currently-owned AJA Ki-Pro as specified in Section 1.3C-4-a-3 of this document; One (1) DVD Recorder, with Analog composite and IEEE-1394 (DV) inputs; Stereo analog audio input on RCA type connectors; Capability of recording to DVD-R/W format; Rack-mount shelf; and The Recording Systems are housed in the Director’s Rack. Preview Rack. This system shall provide:
One (1) shock-mounted rack case of standard 19-inch width and 28 rack units inside height, with Front and back full-length mounting rails with 10-32 size pre-drilled, tapped and threaded mounting holes; At least 24 inches depth between the front and back mounting rails; Fully-removable lockable (capable of accepting a standard padlock) front and back panels Plastic-coated outer surface, blue in color; and Rubber-coated wheels. One (1) Rack-mount LCD monitor of at least 17 inches diagonal measurement, with At least 1920x1080 native resolution; and One DVI-D input. One (1) Rack-mount Waveform/Vectorscope with Built-in color display of at least 1024x768 resolution and at least 6 inches diagonal measurement; Two (2) Multi-definition SDI inputs; Switched output of the selected SDI input; Capability of displaying video waveform, vector, and picture displays; and, Rack-mount kit with blank panel for the unused section of the mount. One (1) Rack-mount sliding shelf, with Capability of supporting at least 25 pounds; and Adequate surface area when extended to support three (3) camera control panels as defined elsewhere in this section. Integration of existing Shure rack-mount mixer. Two (2) Vertical Power Strips, one to plug into the Uninterruptable Power Supply unit in the Director’s Rack, the other to plug into its own 15 amp circuit, with: At least twelve (12) NEMA 5-15R outlet receptacles each; At least 12-foot input cords terminated in NEMA 5-15P plugs; Correct size to fit vertically within rack of approximately 49 inches height; Mounting hardware to allow the strips to attach to either the back rack rails or the interior wood shell on the left and right sides of the rack case. Live Production System with Integrated Graphics Capability. This system shall provide: One (1) Mix/Effects bus; At least ten (10) multi-definition SDI inputs; At least two (2) keyers; At least two (2) aux buses, preview, and program outputs; Two DVI-D outputs with multi-viewer capability, with one output to feed the monitor in the Preview Rack to show preview and sources; and the other output to feed the monitor in the Graphics and Recording Rack and dedicated to the Graphics production function; Hard control panel with dedicated source selection buttons, macro selection, and fader bar; One (1) separate remote control panel for control of Aux Bus 1; Redundant power supplies for chassis and control panel; and Built-in character generator, with Still, crawl, roll, and animated title capability; Graphics import capability over USB or Ethernet; 16 nanosecond anti-aliased resolution; and Separate graphical interface (GUI). Integrated clip store server capable of outputting at least six (6) channels of fullmotion graphics from file-based inputs; and Capacity of at least 60 hours of video clips with audio at 1080i 59.94 fPS (fields per second) recorded using H.264 or Apple ProRes compression;
Capability of accepting QuickTime-wrapped clips in H.264, Apple ProRes, or Avid DNxHD compression; and Network-based workflow with watchfolders; The system chassis(es) will be housed in the Preview Rack. Manufacturer-supplied training should be listed as a separate, optional line item on the bid submission (see Section 1.9). Intercom. This system shall provide four communications channels: one party-line channel for production personnel, labeled “Production”; two channels of interrupted fold-back (IFB), labeled “Talent 1” and Talent 2,” for on-air talent; and one channel for future use labeled “Spare”. The system shall provide: One (1) four-channel rack-mount main station to be housed in the Preview Rack, with Built-in speaker; 18-inch gooseneck microphone; Single-ear standard headset; Capability to provide system power to at least ten (10) speaker stations or forty (40) beltpacks. Four (4) 1 input, 7-ouput XLR 3-pin (of appropriate genders) passive splitter panels, to be housed in the back of the Preview Rack. See Section 1.4-C-7 below. One (1) four-channel rack-mount headset/speaker station to be housed in the Director’s Rack, with Built-in speaker; 9-inch gooseneck microphone; and Single-ear standard headset; One (1) four-channel rack-mount headset/speaker station to be housed in the Graphics Rack, with Built-in speaker; 9-inch gooseneck microphone; and Single-ear standard headset; Four (4) single-ear standard headsets with appropriate connections for use with camera extension interfaces; Two (2) on-air announcer consoles; with Interface to headset; IFB input from intercom system; Talkback function to intercom system; Microphone output to audio mixer; and Mute (“cough”) and microphone on/off switch; Two (2) IFB Talent Receivers; with Volume Control; and 1/8-inch monaural jack output to talent ear set; Two (2) IFB Talent Ear Sets; with 1/8-inch monaural plug to talent receiver; Replaceable magnetic driver; and Replaceable coiled clear acoustic eartube with clothing clip and starter set of replaceable ear tips; Capability, either directly or through appropriate 4-wire interfaces, to interface the production channel to each camera extension system. Terminal Gear. The following equipment shall be provided to perform the noted interface requirements: Convert analog audio to digital and embed it in the high definition serial digital (HDSDI) program signal, and down convert HD program into standard definition serial digital (SD-SDI) and composite video.
Convert legacy analog composite and analog component sources to high definition serial digital (HD-SDI) for input to the switcher. Convert and scale two (2) VGA computer outputs at up to WUXGA (1920x1200) resolution to high definition serial digital (HD-SDI) 1080i 59.94 field-persecond format for input to switcher; One (1) unit to be housed at District Administration Building conference room; One (1) unit to be rack-mounted in Director Rack. Frame. An equipment frame with sufficient slots or brackets for the nonstandalone interfaces listed here. The frame shall provide; Redundant power supply capability; and, Forced air cooling as recommended by the manufacturer. Distribute high definition serial digital (HD-SDI) program signal to multiple recorders and monitoring. Distribute standard definition serial digital (SD-SDI) program signal to monitoring. Distribute standard definition analog composite program signal to at least four outputs; Generate black reference and distribute to each camera, live production system, conversion gear, and legacy playback gear. Distribute stereo analog audio from existing mixer to ISO recorder in Director Rack; One speaker system in Director Rack; Embedder as specified in section (a.) above; At least three spare output pairs; Feed to impedance- and level-matching transformer for DVD Recorder -10 dB stereo input pair; One (1) spare -10 dB output pair. Generate and distribute time-of-day-based SMPTE time code to each Camera Extension System in Preview Rack and two (2) recorders in Director Rack. Terminal Gear is housed in the Preview Rack unless otherwise specified. Camera Extension Systems. The Camera Extension Systems provide distance extension and control to three (3) currently-owned Sony PMW-320K cameras with Sachtler tripods and CSI Daiwa heads, under the following specifications: Must be fully compatible with the signals, voltages, control protocols, and physical form factor of the Sony PMW-320K camera; Must use a single cable under the same jacket to carry all signals and power between the camera and base station; Cannot use separate cables to carry signal, power, or control signals; and Bonded cable assemblies are not to be considered as a single cable; Must attach firmly to the camera, such as on the battery mounting plate; Extend the following signals to and from three (3) cameras located up to 500 feet away: Full-resolution uncompressed HD 1080i 59.94 digital video from camera head to base station in Preview Rack; Black Reference signal from base station in Preview Rack to camera head; Return video signal from base station in Preview Rack to camera head; Viewfinder signal over analog composite from camera head to Preview Rack; At least two full-bandwidth analog audio signals from the camera head to the base station in the Preview Rack; Camera control signals directly to the remote input of the camera; Compatibility of control signal with Sony BVP-3 protocol to the extent that the extension system functions as if the camera control panel were connected directly over a Sony-branded cable; Allow the use of Sony or fully-compatible third-party camera control panels;
Tally signal from base station in Preview Rack to external tally light mounted on camera; Unbalanced (BNC) SMPTE timecode signals to and from the camera head and the base station, to allow time-synchronized ISO recording to memory cards at the camera heads; Two-way, single-channel, intercom signal from base station in Preview Rack to a standard Clear-Com style headset; Power to at least 1.5 times the power (Wattage) requirement of the camera and camera-top monitor/viewfinder combination; A camera control panel with the following features: Ability to control luminance pedestal and gain, iris, color channel (R,B) pedestal and gain, knee, matrix, “shutter” speed, test signal, camera head power; Color LCD display of viewfinder signal as specified in item d-4 above; and Joystick control of iris. Camera to base station cables, with Black or blue color; Flexibility and ability to meet the outdoor use and other requirements in Section 1.3-B-5 of this document; In the following lengths and quantities: One (1) cable of 100 meters; Three (3) cables of 50 meters; Graphics Rack. This system shall provide: One (1) Shock-mounted Rack Case of standard 19-inch width and 28 rack units inside height, with Front and back full-length mounting rails with 10-32 size pre-drilled, tapped and threaded mounting holes; At least 24 inches depth between the front and back mounting rails; Fully-removable lockable (capable of accepting a standard padlock) front and back panels Plastic-coated outer surface, blue in color; and Rubber-coated wheels. One (1) rack-mount sliding shelf, with Capability of supporting at least 25 pounds; and Adequate surface area when extended to support the graphics operator keyboard. One (1) Rack-mount speaker system, two channels with Single rack unit size; XLR line-level analog inputs; Two (2) Rack-mount LCD monitors of at least 17 inches diagonal measurement, one to serve as graphics system monitor, the other to serve as an additional program monitor and future encoding system monitor, with At least 1920x1080 native resolution; One DVI-D input; Two HD-SDI inputs; Uninterruptable Power Supply (UPS) System to power equipment in the Graphics rack, with room for future expansion, providing: Wattage capacity of approximately 800 watts; At least four minutes runtime at 100% load; Capability of being powered by one (1) 15-amp 120V single phase circuit; Capability of accepting input power through a NEMA 5-15P plug; Overvoltage protection to at least 140 volts; Brownout (undervoltage) protection to at least 85 volts;
LED or LCD bargraph displays of load and battery charge state; 2-3 Rack Unit size; Weight not to exceed 45 pounds; and Four-post rack mounting kit; One (1) Vertical Power Strip, with: At least eight (8) NEMA 5-15R outlet receptacles; At least 12-foot input cord terminated in NEMA 5-15P plug; Correct size to fit vertically within rack of approximately 35 inches height; Mounting hardware to allow the strip to attach to either the back rack rail or the interior wood shell of the rack case. One (1) four rack-unit locking drawer unit. Black metal blank panels to cover remaining front rack spaces. System Interconnection to the Preview Rack. The Preview Rack is the main rack for video processing. The Director and Graphics racks connect to it as necessary. To ease interconnection at the shooting site, an interconnection panel shall be provided at the back of the Preview Rack. All connections to and from the Preview Rack equipment shall go through the interconnection panel. Specifications for the interconnection panel are: Black powder-coated aluminum or steel; Engraved labeling as per section 3.3, ENGRAVING; Electrical isolation of connector bodies from panel and from other connectors; Of sufficient size, connector spacing, and thickness to prevent twisting or distortion of panel shape due to strain from cables; Positioned in such a way as to allow the greatest access to the backs of equipment, and to block the least amount of equipment; The following female BNC connections shall be present: Four (4) HD-SDI switcher inputs, not specified to particular equipment at this time. One (1) Analog composite input to the legacy source converter as specified in Section 1.4-B-5-b. One (1) Analog component input triplet (three (3) BNC connectors) for input to the legacy source converter as specified in section 1.4-B.5-b. Four (4) HD-SDI switcher program outputs (via distribution amplifier); Output to recorder HD-SDI Input; Output to monitor in Director Rack HD-SDI Input A; Output to monitor in Graphics Rack HD-SDI Input A; Output to scoreboard HD-SDI Input when used at Stadium venue; Two (2) SD-SDI switcher program outputs (via distribution amplifier); Two (2) spare outputs; Four (4) SD analog composite program outputs (via distribution amplifier); DVD Recorder in Director’s Rack; Outputs to legacy monitoring at venues; and/or Spare outputs; Four (4) analog black reference outputs (via distribution amplifier); Two (2) outputs to recorders; Two (2) spare outputs; Two (2) HD-SDI auxiliary switcher outputs; One (1) following switcher Aux Output 1 for ISO recorder; One (1) following switcher Aux Output 2 as Spare. Secondary HD-SDI outputs of each camera extension system; Spares, to be used for extra monitoring not specified here. Four (4) unbalanced SMPTE timecode outputs (on BNC, via distribution amplifier); Two (2), one each, for recorder timecode inputs; Two (2) spares.
The following XLR audio connections shall be present: At some venues the Owner-supplied Shure mixer in the Preview Rack will be used. At other venues an external Owner-supplied mixer will be used. To use the Shure mixer, the following connections will need to be brought-out to the panel: Six (6) microphone inputs on 3-pin XLR female connectors at the panel; Three (3) stereo pair (Two (2) connectors) line outputs on 3-pin XLR male connectors at the panel; At some venues the camera extension systems will be used to carry up to two audio channels per camera, at microphone level, to the mixer. Since the mixer will vary by venue between the Shure mixer in the Preview Rack and an external mixer, the audio from cameras must be brought out to the panel on the following connectors: One (1) stereo pair (Two (2) connectors) for each camera; The mixed audio signal from the mixer will then feed into the audio distribution amplifier, which will have the following connections via the panel: One (1) stereo pair (Two (2) connectors) line inputs on 3-pin XLR female connectors at the panel; Six (4) stereo pairs (Twelve (12) connectors) line outputs on 3-pin XLR male connectors at the panel One (1) stereo pair for ISO recorder audio input; One (1) stereo pair for Director Rack speaker system; One (1) stereo pair for Graphics Rack speaker system; Three (3) stereo pairs as spare. Two (2) stereo pairs (four (4) connectors) line outputs at “consumer” -10 dB level on RCA female connectors at the panel: One (1) stereo pair for DVD recorder audio input; One (1) stereo pair as spare. The following XLR intercom connections shall be present: Production Channel passive splitter panel accepting input from Channel A of the Intercom Master Station as specified in Section 1.4-B-4-a, and splitting to eight (8) intercom outputs: Separate outputs to feed each camera extension systems directly; The following destinations via XLR connector of appropriate type and gender to the intercom system being used (i.e., Clear-Com would use a 3-pin XLR male connector at this panel): One (1) output to feed the Director Rack intercom station input A; One (1) output to feed the Graphics and Recording Rack intercom station input A ; and Remaining outputs as spare outputs. Talent 1 IFB Channel passive splitter panel accepting input from Channel B of the Intercom Master Station as specified in Section 1.4-B-4-a, and splitting to eight (8) intercom outputs: The following destinations via XLR connector of appropriate type and gender to the intercom system being used (i.e., Clear-Com would use a 3-pin XLR male connector at this panel): One (1) outputs to feed the Talent 1 on-air announcer console as specified in section 1.4-B-4-f; One (1) output to feed the Director Rack intercom station input B; One (1) output to feed the Graphics and Recording Rack intercom station input B; and Remaining outputs as spare outputs.
Talent 2 IFB Channel passive splitter panel accepting input from Channel C of the Intercom Master Station as specified in Section 1.4-B-4-a, and splitting to eight (8) intercom outputs: The following destinations via XLR connector of appropriate type and gender to the intercom system being used (i.e., Clear-Com would use a 3-pin XLR male connector at this panel): One (1) outputs to feed the Talent 2 on-air announcer console as specified in section 1.4-B-4-f; One (1) output to feed the Director Rack intercom station input C; One (1) output to feed the Graphics and Recording Rack intercom station input C; and Remaining outputs as spare outputs. Spare Intercom Channel passive splitter panel accepting input from Channel D of the Intercom Master Station as specified in Section 1.4-B-4-a, and splitting to eight (8) intercom outputs: The following destinations via XLR connector of appropriate type and gender to the intercom system being used (i.e., Clear-Com would use a 3-pin XLR male connector at this panel): One (1) outputs to feed the on-air announcer consoles as specified in section 1.4-B-4-f; One (1) output to feed the Director Rack intercom station input D; One (1) output to feed the Graphics and Recording Rack intercom station input D; and Remaining outputs as spare outputs. The following DVI and USB connections shall be present: One (1) DVI-D output of the Live Production System as specified in section 1.4-B-3 to feed the monitor in the Graphics, on a DVI-D specification 29-pin style female connector; One (1) DVI-D output of the Live Production System as specified in section 1.4-B-3 to feed the multi-viewer Source monitor in Director Rack, on a DVI-D specification 29-pin style female connector; and Two (2) USB Type A female connections to the keyboard and mouse in the Graphics Rack. The SMPTE hybrid optical, triaxial, or other format camera connections from the camera base stations shall be brought to a bulkhead panel at the back of the Preview Rack. The connector shall be of the opposite gender from the connector on the camera. For example, if the camera has a “male” connector, the connector at the bulkhead panel shall be “female.” System Interconnection to the Director and Graphics Racks. Each of these racks shall have its connections to the Preview Rack Interconnection Panel(s) bundled into a cable harness of the following specification: At least fifteen (15) feet length from the exit point at bottom of the rack; Shall exit the back of the rack at the bottom right side as one is looking at the back of the rack; and Shall be bundled using black cable ties of appropriate strength at least every 12 (twelve) inches. Shall conform to specifications on length of cabling, for example, if USB cable distance is over 16 feet, an active extension cable must be used. The harness from the Director Rack shall have the following connecting cables present: One (1) HD-SDI Program to the Program monitor SDI Input A; One (1) SD-SDI Program to the Program monitor SDI Input B; One (1) HD-SDI Program with embedded digital audio to the Program Recorder; One (1) HD-SDI from the switcher Aux Bus 1 to the ISO Recorder;
One (1) Analog Composite Program to the DVD Recorder; One (1) DVI-D Switcher multi-viewer output to the Source monitor DVI-D Input; One (1) stereo analog audio pair to the speaker system analog audio inputs pair, with 3-pin XLR female connectors at the far end; One (1) stereo analog audio pair to the ISO Recorder analog audio inputs pair, with 3-pin XLR female connectors at the far end; One (1) unbalanced SMPTE timecode over coaxial cable to the program recorder timecode input; One (1) unbalanced SMPTE timecode over coaxial cable to the ISO recorder timecode input; One (1) Production intercom channel to the intercom station input A, with the appropriate gender and type XLR connector at the far end; One (1) Talent 1 IFB channel to the intercom station input B, with the appropriate gender and type XLR connection at the far end. One (1) Talent 2 IFB channel to the intercom station input C, with the appropriate gender and type XLR connection at the far end. One (1) Spare intercom channel to the intercom station input D, with the appropriate gender and type XLR connector at the far end; Appropriate connection to the Live Production System control panel (for example, Category 6 T568B Ethernet for control panels using Gigabit Ethernet). The harness from the Graphics Rack shall have the following connecting cables present: One (1) stereo analog audio pair to the speaker system analog audio inputs pair, with 3-pin XLR female connectors at the far end; One (1) Production intercom channel to the intercom station input A, with the appropriate gender and type XLR connector at the far end; One (1) Talent 1 IFB channel to the intercom station input B, with the appropriate gender and type XLR connection at the far end; One (1) Talent 2 IFB channel to the intercom station input C, with the appropriate gender and type XLR connection at the far end; One (1) Spare intercom channel to the intercom station input D, with the appropriate gender and type XLR connector at the far end; One (1) DVI-D single link cable to the monitor DVI-D input, with a male 29-pin style DVI connector at the far end. One (1) USB active extension cable to the Live Production System graphics operator keyboard, with a type A male USB connector on the far end and a type A female USB connector on the rack end; One (1) USB active extension cable to the Live Production System graphics operator mouse/pointing device, with a type A male USB connector on the far end and a type A female USB connector on the rack end. SUBMITTALS Descriptions and Requirements. Provide the following in one submission in electronic Portable Document Format (PDF) for approval within thirty days of issuance of Notice to Proceed and prior to commencement of Work: Provide a list of equipment and manufacturer’s data sheets on products to be incorporated within this project. Manufacturer's Products technical data for each Product in sufficient detail to facilitate proper evaluation to the products suitability for incorporation within this project. Shop Drawings:
Schematic: Detailed wiring diagrams showing interconnection of components and products, wiring and cabling diagrams depicting cable types and designators, and device designators. Provide connector designations, along with color codes for cables connecting to these devices. Give each component a unique designator and use this designator consistently throughout the project. Equipment: Location of equipment in racks with dimensions; wire routing and cabling within housings; AC power outlet locations. Fabricated Plates and Panels: Provide complete drawings on custom fabricated plates or panels. Drawings shall include dimensioned locations of components, component types, engraving information, plate material and color, and bill of material. A/V project documents in electronic format will not be supplied to the contractor for their use as part of submittals. Any other pertinent data generated which is necessary to provide and complete the systems. System Testing Procedures: submit basic testing procedure to verify that all system components, (hardware, devices, cabling and connectors), function as a completed system to meeting the performance specifications of the equipment listed within the bid. Contract close-out submittals. Submit the following Project Record Manual information in electronic Portable Document Format (PDF) after substantial completion: Products Data: Products actually incorporated within the Work: Manufacturer's data sheet for each type of Products conforming to the submission format specified herein. Supply manufacturer’s serial numbers for each Product. For custom circuits or modifications, a description of the purpose, capabilities, and operation of each item. Manufacturer's wiring diagram for each type of Products actually incorporated, if available. Manufacturer’s maintenance and care instructions. As-Built drawings: Final rendition of Shop Drawings depicting what is actually incorporated within the Work. Maintenance Instructions, including maintenance phone number(s) and hours; maintenance schedule; description of products recommended or provided for maintenance purposes, and instructions for the proper use of these products. Any other pertinent data generated during the Project or required for future service. Submittal format. Each submittal shall include a unique number and be numbered in consecutive order. Provide a complete table of contents with the following information: Project title and number Submittal number. In the case of a re-submittal, use the original submittal number immediately followed by the suffix “R” immediately followed by a unique number and be numbered in consecutive order. Date of submission. Referenced addendum or change order number as applicable. Referenced specification Section, Part, Article, Paragraph and page number or drawing reference as applicable. Arrange Products data list in specification order when applicable followed by unspecified Products arranged by manufacturer and model or part number. Follow list by manufacturer’s data sheets, arranged in the same order. Where a data sheet
shows more than one products, indicate the model being proposed with an arrow or other appropriate symbol. Drawings executed at an appropriate scale, but not smaller than 1/8 inch = 1’–0”. Provide one reproducible transparency and two bound blueline prints of which the processed transparency will be returned to the Owner, additional prints will not be reviewed or returned. Bind Project Record Manual in titled three ring D style binders sized for 150 per cent of the material. Maximum size: three inch spine. Use multiple volumes as required. Separate major grouping with labeled binder tabs Resubmission Requirements. Make any requested corrections or change in submittals required. Resubmit for review until no exceptions are taken. Indicate any changes that have been made other than those requested. QUALITY ASSURANCE Installer Qualifications: Engage an experienced Installer who is a factory-authorized sales and service representative to perform the work of this Section. The following items must be included with the bid proposal: A list of at least three projects of similar magnitude and scope completed by the firm within the last five years. Also include the name, title, address, and telephone number of a contact person for each reference. Proposed schedules of system work in relation to the project schedule. This schedule should indicate pertinent dates for start and completion of each phase of work following contract award. Any subcontractors must also meet the above requirements. Compliance: Comply with applicable Codes and Industry Standards, including but not limited to: American National Standards Institute (ANSI). Electronics Industry Association (EIA). Audio Engineering Society (AES). National Electrical Code (NEC). UL Compliance: Comply with requirements of UL 50. City of Waco, Texas, Electrical Code. DELIVERY, STORAGE, AND HANDLING Deliver products in factory containers and store in clean dry space in the original containers. Equipment that is of the type that would be pre-assembled in the Installer’s shop is exempt from this requirement, however this equipment must be packaged and transported in such a way as to provide at least equivalent protection. Protect products from fumes and construction traffic. Handle carefully to avoid damage. Equipment that is damaged due to the negligence of the Contractor, including cosmetic damage, shall be replaced by the Contractor before final acceptance and at no cost to the Owner. WARRANTY The Contractor shall warrant the workmanship and materials of the system installation within this specification to be free of defects for not less than one year from the date of final acceptance. Defects occurring in workmanship and materials within the warranty
period shall be rectified by replacement or repair. Within this warranty period answers to service calls and/or requests for information shall be provided to the Owner within one (1) business day, and the confirm the need of repair or replacement within three (3) business days. Repair work will be completed within five (5) business days. This warranty shall not void specific warranties provided by the equipment manufacturers for greater periods of time. It also shall not void any rights of the Owner guaranteed by law. Equipment repair/replacement is based on manufacturers’ policies. Contractor will facilitate repair/replacement during the first year warranty period. Upon Final Acceptance, the Contractor shall provide Owner with exact starting and ending dates of the warranty, as well as the name and telephone number of the firm’s primary contact for service work. OPTIONAL ITEMS The Contractor is asked to provide the following options as separate line items in the Miscellaneous Items section of the bid submission: An additional one-year of warranty coverage as an optional line item. Costs of optional, suggested manufacturer-supplied operational training of any system that warrants such. In particular, the Live Production System should show a training cost as an optional line item on the bid submission. PRODUCTS GENERAL Provide complete and fully functional audio-visual systems using materials and equipment of types, sizes, ratings, and performances as indicated in this document. Use materials and equipment that comply with referenced standards and manufacturer's standard design and construction in accordance with published product information. Coordinate the features of materials and equipment so that they form an integrated system with components and interconnections matched for optimum performance of specified functions. All equipment and materials supplied by the Contractor shall be new and comply with applicable UL, CSA, and ANSI provisions. See the Spread Sheet, Attachment A: Detailed Equipment List. Constant advances in technology lead to new products entering the market on a continual basis. In the event that new products become available after the release of this specification, that are better suited to the Owner’s needs, the Contractor can and should bring these equipment substitutions to the Owner’s attention. EXECUTION INSTALLATION Installation of cable and wiring. Cabling and Wiring:
Install cable in a manner to adhere to manufacturer’s specifications for maximum cable pulling tension, minimum bend radius, and restrictions. Provide appropriate support at all horizontal-to-vertical transitions in order to keep the weight of the cable from degrading at the point of transition. Provide splice free wiring and cabling from origination to destination. Cover edges of cable and wire pass-through holes in chassis, housings, boxes, etc., with rubber grommets or Brady GRNY nylon grommet. Equipment Housing Cabling and Wiring: Lace, tie, or harness wire or cable as required herein, and in accordance with accepted professional practice. Dress, lace or harness all wire or cable to prevent mechanical stress on electrical connections; no wire or cable shall be supported by a connection point. Install cable and wire neatly tied in manageable bundles with cable lengths cut to minimize excess cable slack but still allow for service and testing. Provide horizontal support bars if cable bundles sag. Provide adequate service loops so that equipment mounted on rack slides may be pulled fully out, to their locked position without straining cable. Neatly bundle excess AC power cable from housing mounted equipment with plastic cable ties. Provide plastic cable ties or lacing twine to bundle cabling and wiring. Electrical tape and adhesive backed cable tie anchors are not acceptable. Install with connections completely visible and labeled. Installation of Power and Grounding. Provide 3-conductor, isolated ground, 120 VAC outlets as required on fused or breakerequipped power strip within each housing. Provide a minimum of two spare outlets in each rack. Installation of Electronic Equipment Take appropriate precautions against electrostatic discharge (ESD). Establish a personal ground before handling electronic equipment through the use of a grounded wrist wrap and/or an anti-static floor pad. Take appropriate precautions to protect the equipment from damage during installation. Equipment to be installed free of damages, scratches, dents, etc. Mount equipment plumb and level, firmly and safely held in place. Installation in Equipment Racks Mount equipment in racks and consoles and fully wire and test before delivery to job site. Install mounted equipment with black number 10 button head machine screws. Provide rear support for housing mounted equipment if recommended by manufacturer. Provide blank panels or vents (as appropriate) to fill unused panel space within the equipment housing. These panels and/or vents are to be black power coat finish. Looking at the rack from the rear, locate AC power wiring on the left; line level audio, video, and control signal wiring on the right. Do not block access to any front mounted components when mounting products on rear housing rails. LABELING OF EQUIPMENT Provide logical and legible cable and wiring label permanently affixed for easy identification. Labels on cables to be adhesive strip type covered with clear heat-shrink tubing or self laminating “Brady” style labels. Factory stamped heat shrink tubing may be used in lieu of the adhesive strip style.
Wiring designator to be an alpha-numeric code unique for each cable. Actual cable designation assignments to be determined by contractor. Add cable designation codes to system schematic drawings. Locate the cable designator at the origination and destination of each circuit within 3 inches of the point of termination or connection. Provide cable designator on circuits with intermediate splice points with an additional suffix to indicate each segment. ENGRAVING Text font: 1/8 inch block sans serif characters unless noted otherwise. On dark materials, provide white characters; on stainless steel or brushed natural aluminum plates, or light-colored materials, provide black characters. Provide at least two lines of text with first line listing the general device name, e.g., amplifier. Second line to include schematic reference of the device, for example, “CAM-1”. Equipment label: black with white characters except where indicated. SYSTEM COMMISSIONING Prior to energizing or testing the System ensure the following: All products are installed in proper and safe manner according to manufacturer’s instructions. Insulation and shrink tubing are present where required. Cable is dressed, routed, and labeled; connections are consistent with regard to polarity. Labeling has been provided. Products are neat, clean and unmarred and parts securely attached. Prior to energizing the System verify and perform the following tests and adjustments in compliance with applicable EIA standards. Electronic devices are properly grounded. Test each AC power receptacle with a circuit checker for proper hot, neutral and ground connections. System Operation and Testing. Verify operation from each source device through all switching, amplification and distribution devices. Verify that each device meets or exceeds the manufacturer’s written specifications. FINAL INSPECTION Upon delivery, a final inspection and system verification will be observed by the Owner. Provide a minimum of one (1) person for inspection and one (1) person for system verification familiar with aspects of the system to assist the Owner. System verification includes operation of each major system and any other components deemed necessary. Perform verification and provide required verification equipment, tools and material required to make any necessary repairs, corrections, or adjustments.
PROJECT CLOSEOUT Provide eight (8) hours of training for the Owner’s appointed personnel. Deliver Operation and Maintenance manuals and Instruction Guides to Owner. Deliver Manufacturers’ Warranty paperwork for each piece of equipment to be submitted by the Owner. Alternate #1 (there is only one alternate) The system reflected above has been designed for 3 cameras. The district has a 4th camera and this alternate is to seek pricing on what bringing the 4 th camera online with this system would cost. Below is the information on the specification changes required to bring the 4th camera online for this system. We are not asking that you provide individual pricing for the multiple components, we are just asking for one turn-key price for this 4th camera. We anticipate awarding this alternate if there are sufficient funds remaining after the primary scope of work on this bid has been awarded. PROVISIONS Equipment in this Alternate must be compatible with and identical to equipment in previous section. PREVIOUSLY-ACQUIRED FOURTH CAMERA SYSTEM One (1) Sony PMW-320K HD camera system with lens package. Includes: One (1) Fujinon MS-01/X1 Manual Focus/Servo Zoom Control Kit; One (1) Marshall V-LCD651STX-3GSDI, 6.5-inch LCD Portable Field/Camera Top Monitor, with Marshall V-LCD-MT-01 Camera Hot Shoe Mount; Hoodman H-700 Sunshade for LCD Monitors; Custom 4-pin Hirose male to 4-pin XLR female power cable. Camera Support System, including: One (1) CSI Daiwa EFP 40 (100mm bowl) fluid head from legacy CSI Daiwa tripod, remounted on the following new Sachtler tripod: One (1) Sachtler ENG 2 Carbon Fiber (Catalog Number 5386) Tripod, including: Mid-Level spreader 100/150 (Catalog Number 7007); Rubber Feet 100/150 (Catalog Number 7004); Padded Bag for ENG 2 (Catalog Number 9104). MODIFICATIONS No modifications are required to the Director’s Rack, Recording Systems, Preview Rack, and Live Production System descriptions. the requirement is now “Five (5) single-ear standard headsets with appropriate connections for use with camera extension inferfaces”;
Camera Extension Systems. Change references to “three (3)” cameras and/or camera extension systems to the quantity “four (4)”; Necessitates the addition of a full fourth Camera Extension System to the three (3) previously specified; the requirement is now “two (2) cables of 100 meters”; the requirement remains the same at “Three (3) cables of 50 meters” as a spare 50 meter cable is desired. Any references to “all cameras” shall now be construed to mean four (4) cameras. For example, it will be necessary to add a fourth cable from the black reference distribution amplifier to feed the fourth camera extension system.
BID SUBMITTAL SHEET
Vendor Name: Purchase Order Address: Contact Name for this contract: Contact’s Phone #: Fax number: Contact’s E-Mail Address: Primary Scope of Business: Original signature of person authorized by company to submit bids and negotiate contracts. Acknowledges review of our e-bidding program for the issuance of any related addenda: Signature: Printed Name: Title: Date: The pricing submittal sheet is a separate Excel document included as an attached document in the online e-bidding program. This document must be completed, printed, and submitted with the other bid documents by the bid closing date.
Project Team Will you be using a factory trained installer, as per bid specifications? □yes
Sales Representative Name: ________________________________________Title_________________________________________ Address: ___________________________________________________________________________________ Phone: ___________________________Email ____________________________________________________ Technical Representative Name: ________________________________________Title_________________________________________ Address: ___________________________________________________________________________________ Phone: ___________________________Email ____________________________________________________ Project Manager Name: ________________________________________Title_________________________________________ Address: ___________________________________________________________________________________ Phone: ___________________________Email ____________________________________________________ REFERENCES: Include not less than three references. It is preferred that references must be from school districts or governmental organizations.
District Name Business Address Email Address Scope of Service Provided:
Contact Name Phone # Fax #
District Name Business Address Email Address Scope of Service Provided:
District Name Business Address Email Address Scope of Service Provided:
District Name Business Address Email Address Scope of Service Provided:
Phone # Fax #
Phone # Fax #
Phone # Fax #
***You must complete the online portion of this bid along with submitting the hard copy of your bid response. Contact the Purchasing Dept. if you do not know how to access our online e-bidding system.***
REPRESENTATIONS AND CERTIFICATIONS FORM This sheet must be filled out completely and returned with your submittal. By submitting this offer, the vendor certifies that he/she is a responsible authorized officer of the company, can sign for and enter into binding contracts on behalf of the company, and certifies the accuracy of the following statements: a. Represents that to the best of its knowledge it is not indebted to the Waco Independent School District (WISD). Indebtedness to the District may be basis for non-award and/or cancellation of any award. b. Certifies that no suspension or debarment is in place, which would preclude receiving a federally funded contract. Bidder must be in good standing with all federal regulations and not currently “red lighted”. c. Certifies that they are in full compliance with the federal gift rules. Specifically, represents and certifies as part of its offer that neither it nor any of its employees, representatives or agents have offered or given gratuities valued at $20.00 or more per incident no to exceed $50.00 per employee per calendar year (in the form of entertainment gifts, or otherwise) directly or indirectly to any director, officer, employee, or agent/consultant of the district with a view toward securing favorable treatment in the awarding, amending, or the making of any determination with respond to the Award of the contract. d. Section 44.034 Subsection (a) of the Texas Education Code requires a person or business entity that enters into a contract with a school district must give advance notice to the district if the person and/or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract." Subsection (c) this notice is not required of a publicly held corporation. I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge (check only one item). 1. __ My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. 2. ___My firm is not owned nor operated by anyone who has been convicted of a felony. 3. ___My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felon(s): Details of Conviction(s): e. "Non-Collusion Statement": "The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership, etc., or individual has not prepared this bid in collusion (An agreement between two or more persons to deceive the school district or defraud the school district of its rights) with any other bidder, school board member, or school district employee, and that the contents of this bid as to prices, quality of product, terms and/or conditions, etc., have not been communicated by the undersigned nor by any other employee, agent and/or representative of the company, corporation, firm, partnership, etc., or individual to any other person engaged in this type of business prior to the official opening of this bid for the intent or purpose of collusion." f. The terms and conditions as set forth in this bid/proposal are understood and acceptable. Agree to the attached “General Conditions” and any “Special Conditions” (if special conditions are provided) of this bid. Any exceptions shall be noted on a separate piece of paper and submitted with the response. g. The undersigned attests that they are a duly authorized employee by their company to bind said company to the prices offered and to the terms and conditions of this bid. h. No employee of the District shall have a direct financial interest in any contract with the District, nor shall any employee have a direct financial interest in the sale of any land, equipment, supplies, materials, or service. Any violation of this policy will render the contract null and void unless such contract is approved by the WISD Board of Trustees after full disclosure. Therefore, vendor shall note any and all relationships that might be a conflict of interest and shall include such information with the bid/proposal response by completing the attached vendor affidavit form. i. This District has implemented a “no contact” policy during the bidding process. This means that from the date the bid is issued until the date the bid is awarded by the Board, there shall be no contact by any vendor to any District employee (excluding the purchasing agent, or purchasing supervisor) or board member in relation to this bid, unless authorized by the purchasing agent. The undersigned attests that no employee or representative of the company has violated W.I.S.D.’s “No Contact” procedure. j. Affirm the following: Yes, a company employee so named has a financial and/or familial relationship with an employee/trustee of Waco ISD as noted below. No employee of the above named company has any financial relationship and/or familial relationship by birth or marriage (spouse, children, parents, sibling, grandparents, grandchildren, aunts, uncles, cousins, etc.) with any employee/trustee of Waco ISD.
Name of the vendor employee Title Name of Waco ISD Employee/Trustee Relationship to Waco ISD Employee/Trustee ________ k. During the performance of any contract awarded, the seller will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, or handicaps, except where religion, sex or national origin is a bona fide occupational qualification reasonable necessary to the normal operations of the seller. The seller agrees to post in conspicuous places, available to employee and applicants for employment, notices setting forth the provisions of this non-discrimination clause. The seller, in all solicitations or advertisements for employees placed by or on behalf of the seller, will state that such seller is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with Federal Law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. The seller shall include the provisions of the foregoing in every subcontract or purchase order over $10,000.00 so that the provisions will be binding upon each subcontractor or vendor. l. In accordance with Article 601g. as adopted by the 1985 Texas Legislature the following will apply. The pertinent portion of the Act has been extracted and is as follows: Article 601g. State of Political Subdivision Contracts for Construction, Supplies, Services, Proposals by Non resident Section 1(a) in this Act: (1) "Governmental agency of the state" means: (A) an incorporated city or town, a county, a public school district, a special-purpose district or authority, or a district, county, or justice of the peace court; (2) "Nonresident Proposer" means a Proposer whose principal place of business is not in this state, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. (3) "Texas residential Proposer" means a Proposer whose principal place of business is in this state, and includes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. (B) The state or governmental agency of the state may not award a contract for general construction, improvements, services, or public works projects or purchase of supplies, material, or equipment to a nonresident Proposer unless the nonresident's Proposal is lower than the lowest Proposal submitted by a responsible Texas resident Proposer by the same amount that a Texas resident Proposer would be required to under Proposal a nonresident Proposer to obtain a comparable contract in the state in which the nonresident's principal place of business is located. I Certify that as defined in Article 601g. that: __ _ Yes, I am a Texas Resident Proposer _ _ No, I am a ________________ Resident Proposer. m. I have completed and returned Form CIQ as requested in this packet. n. The Waco ISD would like to track participation by economically disadvantaged business enterprises in all District competitive procurement. Are you a qualified economically disadvantaged business enterprise? (check one) Yes No Type of Certification: Issued by: Date of Issue: Please attach proof of certification to this submittal. By signing below you agree to participate in this bid with the Waco ISD and you attest to the above Representations and Certifications (a-m) of this bid: Company Name: Submitter’s Name: Submitter’s Title: Submitter’s Signature: Date: Address/City/State/Zip: Phone #/Fax #: E-mail Address:
Office of the Director of Purchasing 501 Franklin Avenue, Waco, TX 76701 Voice: 254-755-9452 Fax: 254-755-9688
Dear Current and Future Waco ISD vendors:
On May 23, 2005, the Texas Senate passed House Bill No. 914, adding Chapter 176 to the Local Government Code, and imposing new disclosure and reporting obligations on vendors and potential vendors to local government entities beginning on January 1, 2006. This includes School Districts. The Waco Independent School District is requiring you to complete the accompanied CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ) prepared by the Texas Ethics Commission, at the direction of the Legislature. The purpose of the form is to identify relationships with specific individuals or their immediate families, including: the Board of Trustees, the Superintendent, or any other employee or contractor who makes recommendations to the District with respect to expenditure of funds. The Waco Independent School District strongly recommends you become familiar with House Bill 914. The following websites may be useful to you: http://www.ethics.state.tx.us/whatsnew/conflict_forms.htm Failure to abide by these new statutory requirements can result in possible criminal penalties. The Waco Independent School District will not provide any further interpretation or information regarding these new requirements. Please complete the Conflict of Interest Questionnaire (Form CIQ) and return it to: Waco Independent School District Sherry Trotts - Director of Purchasing PO Box 27, Waco, TX 76703-0027 Thank you for your assistance and cooperation. Sincerely, SherryTrotts Director of Purchasing
WISD’s STANDARDIZED GENERAL CONDITIONS
RETURN SIGNED ORIGINAL SEALED BID/PROPOSAL IN A SEALED ENVELOPE, PLAINLY MARKED WITH VENDOR'S NAME, BID/PROPOSAL NUMBER, OPENING DATE AND TIME. Bids/Proposals must be submitted on the Bid/Proposal forms provided. Bids/Proposals may be dropped off at 501 Franklin, Waco, Texas 76701 or mailed to PO Box 27, Waco, Texas 76703. It shall be the sole responsibility of the bidder/proposer to ensure that his/her bid/proposal is received at the appropriate destination by the advertised deadline.
The use of brand names and catalog numbers does not prohibit the substitution of other brands of equal quality unless "NO SUBSTITUTE" is specified. The naming of a particular brand is not intended to limit competition. The brand named in the specifications is known to meet all requirements and expectations of Waco ISD personnel for that particular item. The District reserves the right to approve an alternate brand that is bid as an equivalent. Bids/Proposals shall be considered on all other brands submitted and on the equal quality product of other manufacturers. On all such bids/proposals, the bidder/proposer shall indicate clearly the product which he/she is bidding/proposing, and shall supply sufficient data on his own letterhead to enable an intelligent and equitable comparison to be made with the particular brand or manufacturer specified. If an item is bid/proposed as an “approved equal”, it shall be the sole discretion of Waco ISD to determine if an item is truly an equal to the named brand. It is the vendor’s responsibility to provide spec sheets for items bid as “or equal”.
Exclude Federal and State sales and ad valorem taxes.
The District reserves the right to accept or reject any bid, to waive any informalities and irregularities and to accept or reject each item separately or as a whole.
Questions in regard to this bid/proposal must be submitted in writing via E-mail to she[email protected]
, Purchasing Director, for clarification.
The vendor must specify make or model even if the vendor is bidding/proposing the brand specified or bidding/proposing a product “equal”. Do not put “as specified” or “equal”.
Telegram, Facsimile (fax), or E-mailed bids/proposals will not be accepted. Bids/Proposals received after the time and date specified will not be accepted. Bids/proposals received without proper signature will not be considered.
Vendors are invited to be present at the opening of this bid/proposal on the date and hour specified.
Contract Period - Unless otherwise specified, this contract shall be valid for one year from date of award.
10. Withdrawal Of Bids/Proposals - No bid/proposal may be withdrawn for a period of 60 days after the bid/proposal opening has taken place, except by mutual consent of the District and bidder/proposer. However, bids/proposals may be withdrawn upon written request received from proposer prior to the time established for receipt of bids/proposals. 11. Reservations and Annulments - The District reserves the right to reject any and/or all bids/proposals and to waive any and/or all technicalities in the best interests of the District. The District reserves the right to increase or decrease the given quantity. In the event quantities are increased or decreased, the amount added or deducted shall be based upon the unit price quoted. The District reserves the right to purchase in total from one vendor or divide the purchase by selection of various items from multiple vendors. 12. Quantities - The quantities shown on the bid/proposal form are estimated based on projected use and need. It is specifically understood and agreed that these quantities are approximate and any increased quantities will be paid for at the quoted bid/proposal price. It is further understood that the supplier shall not have any claim against the Waco ISD for quantities less than the estimated amount. The estimated usage figures which appear on the bid/proposal specifications are only estimated for the school term. Those estimates shall in no way obligate the District to purchase those quantities. 13. Qualified Bids/Proposals - Any special conditions or qualifications concerning price, delivery, etc. of items bid/proposed must be noted on the bid/proposal forms by the bidder/proposer. If a minimum shipment is required on any item, please state on bid/proposal. 14. Samples, Catalogs, Catalog Cuts - Whenever asked for, a sample, properly tagged, shall be submitted by each bidder/proposer before the time of bid/proposal opening. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the bid/proposal number. Samples for evaluation purposes must be provided at no cost or obligation to the District. Samples, if not destroyed in examination, will be returned to the bidder/proposer upon request, at the bidder's/proposer’s expense. Samples requested are to be delivered to the appropriate destination, which will be provided upon request. Do not enclose or attach bid/proposal to sample.
15. All-or-None Combination Prices - Some items may be combined at the District's discretion for the purpose of awarding bids/proposals. In these cases, the District requests totals for the items combined. The District will not accept or consider "allor-none" combinations, which are not solicited. 16. Bid/Proposal Errors - All bids/proposals shall be deemed final, conclusive, and irrevocable, and no bid/proposal shall be subject to correction or amended for errors or miscalculations by the bidder/proposer after the bid/proposal opening date and time. 17. Compliance with Specifications and Right of Selection - The bidder/proposer shall abide by and comply with the true intent of the Bid/Proposal specifications and not take advantage of any unintentional error or omission. 18. Deviation from Specifications - All deviations from the specifications must be noted in detail by the bidder/proposer, in writing, at the time of submittal of the formal bid/proposal. The absence of a written list of specification deviations at the time of submittal of the bid/proposal will hold the bidder/proposer strictly accountable to the District to the specifications as written. Any deviations from the specifications as written not previously submitted, as required by the above, will be grounds for rejection of the material or item when delivered. 19. Payment terms will be net thirty (30) days after acceptance of delivery or receipt of correct invoice, whichever comes later, unless a prompt payment discount is offered. 20. During the performance of this contract, the vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, disability, political belief, or religion. Waco ISD does not discriminate on the basis of race, sex, age, religion, color, national origin, or disability in providing education services, activities, or programs. It is the intent and policy of this District to conduct its activities in compliance with all Federal and State laws prohibiting discrimination on the basis of race, sex, age, religion, color, national origin or disability. Contracts over $10,000 shall be in compliance with Executive Order 11246, entitled "Equal Employment Opportunity", as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41CFR Part 60). "No individual shall be excluded from participation in, denied the benefit of, subjected to discrimination of, or in connection with, any such program because of race, color, religion, sex national origin, age, handicap, or political application or belief." 21. Vendors who respond to this bid/proposal with either a formal bid/proposal or a notice of no bid/proposal will remain on our mailing list. Vendors making no response at all may be removed from our mailing list. 22. In awarding a contract, the District may consider: the purchase price, the reputation of the vendor and of the vendor’s goods and services, the quality of the vendor’s goods or services, the extent to which the goods or services meet the District’s needs, the vendor’s past relationship with the District, the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses, the total long-term cost to the District to acquire the vendor’s goods or services, and any other relevant factor specifically listed in the request for bids/proposals. In addition, quality and suitability of the product and not price alone shall be considered in the acceptance of bids/proposals. Consideration shall also be given to the bidder’s/proposer’s references and record for responsibility, knowledge of the product, and service. 23. Proposals - The District has the right to negotiate any/all terms and conditions with proposer. If unsuccessful, the District may attempt to negotiate with other proposers. 24. If the vendor fails to deliver both the quality and quantity of items on which award was made by the promised delivery date at the prices specified in this bid/proposal, the WISD reserves the right to purchase the specified supplies elsewhere and vendor agrees to allow WISD to deduct the difference in price and cost of handling, if any, from pending invoices of current bid/proposal, as permitted under Article II of the Uniform Commercial Code. Specific to E-Rate: Legitimate reasons for a SPIN change are because the vendor goes out of business or cannot provide the service/product requested. In this case, the change o service provider must go the second runner up in the bid evaluation. 25. Vendors are responsible for notification of change of address and telephone number. The District is not responsible for failing to mail a vendor a solicitation or for undelivered or misdirected mail. 26. Vendor warrants that the prompt payment discount terms, distribution allowance, quality and performance of products/services, prices, product/services warranty(ies), and other conditions/provisions offered in this bid/proposal are the same or better than those offered the bidder's/proposer’s most favored customer. 27. All prices and quotations must be typed or written in ink. Bids/proposals written in pencil will not be accepted. Mistakes may be crossed out, and corrections inserted and initialed by vendor. Unit prices should be extended. The unit price will prevail in resolution of mathematical errors in extension or totals. 28. Purchases/ Successful vendor shall not begin work/services or deliver merchandise without an authorized purchased order. All purchase commitments shall be on a properly drawn and issued purchase order. Purchases without a properly drawn and issued purchase order will not be honored by the District. The purchase order will list authorized personnel. Purchases will either be mailed, faxed, or phoned in (purchase order number will be provided). Unless otherwise specified, orders will be completed no later than 30 days after the receipt of the purchase order. Items not delivered within this period will be subject to
cancellation. 29. Prompt payment discount will be applied to bid/proposal prices(s) and will be considered when recommending an award. 30. In case of ambiguity or lack of clarity, the Waco ISD reserves the right to consider the most advantageous construction thereof, or to reject the bid/proposal. 31. In the event that a vendor is or subsequently becomes delinquent in the payment of his or its school ad valorem taxes, such fact shall constitute grounds for rejection of the bid/proposal, or if awarded the bid/proposal, for cancellation of the contract. However, the District reserves the right to deduct any amounts owed for delinquent taxes from payments that the District may owe to the delinquent vendor as a result of such contract. 32. "No assignment nor transfer of this bid/proposal, in whole or in part, to any other party will be allowed unless the vendor to whom this bid/proposal is awarded receives written approval from the Purchasing Agent or his/her designee. Written approval must be requested and received prior to any assignment or transfer. In the event the vendor fails to comply with this provision, the school district may take actions to require compliance or take any other measures deemed appropriate." 33. The award or agreement resulting from this bid or proposal may be terminated or cancelled under the following circumstances. a) District may cancel or terminate the award or agreement for convenience upon written notice without penalty. b) During the term of the agreement, District may terminate the agreement at the expiration of each District budget period if funds are not appropriated for payment under the agreement. c) Work under the agreement may be terminated in whole or in part by the District upon delivery to vendor of a notice of termination specifying the extent to which performance of work under the agreement is terminated and the date upon which termination becomes effective. This right of termination is in addition to and not in lieu of District rights to cancel undelivered goods or services under the agreement. d) District may cancel all or any part of the undelivered goods or services of the agreement if vendor breaches any of the terms of the agreement, including, but not limited to, warranties of vendor, or if vendor becomes insolvent or begins bankruptcy or reorganization proceedings. District’s rights of termination or cancellation are in addition to other remedies District may have in law or equity. 34. Force Majeure - The District shall not be liable for defaults or delays due to acts of God or the public enemy, acts or demands of any governmental agency, strikes, fires, floods, accidents, or other unforeseeable causes beyond its control and not due to its fault or negligence. 35. Vendor agrees to indemnify, defend, and hold District harmless from any patent, copyright, trademark, or trade secret infringement claim or cause of action, or any similar intellectual or proprietary rights infringement claim or cause of action, suits, demands, proceedings costs, damages, and liabilities, arising out of, connected with, or resulting from any acts of omissions of contractor or any agent, employee, or supplier of contractor in the execution of or performance of this contract which are based on or related on goods or services sold or used by the vendor in connection with this agreement. Vendor shall defend any such claims or causes of action at its own expense, and the District shall have the right to have such litigation monitored by its own counsel at District expense. 36. Applicable law and venue - This agreement shall be governed by the Uniform Commercial Code as applicable and as adopted and amended from time to time by the Texas legislature. Both parties agree that the venue for any litigation arising out of this contract shall lie in Waco, McLennan County, Texas. 37. Termination - The performance of work or delivery of goods under this agreement may be terminated in whole or in part by the District in accordance with this provision. Termination of work hereunder shall be effected by delivery to the vendor of a notice of termination specifying the extent to which performance of work under the order is terminated and the date upon which termination becomes effective. 38. Cancellation - The District has the right to cancel for default all or any part of the undelivered portion of this agreement if the Vendor breaches any of the terms hereof including warranties of the Vendor or if the Vendor becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies which the District may have in law or equity. 39. Right of Inspection - The District has the right to inspect the goods at delivery before accepting them. If the District is not able to inspect the goods at the time of the delivery, the District still has the right to inspect and approve the material within a reasonable time after delivery. If specifications are not met, material may be returned at seller’s expense and risk for all damages incidental to the rejection. Payment shall not constitute an acceptance of the material nor impair the District’s right to inspect or any of its remedies. 40. Freight Charges And Delivery - Unless otherwise indicated, bid prices must include inside delivery to the Waco ISD Warehouse or to the school/department placing the order; freight shall be prepaid. Deliveries shall be made during normal
working hours, 8:00 A.M. to 5:00 P.M. unless prior approval has been granted by the ordering department or school. 41. Title and Risk of Loss - The title and risk of loss of the goods shall not pass to the District until the District actually receives and takes possession of the goods at the point or points of delivery. 42. Out of State Vendors - The “Reciprocity Rule” applies. Vendors whose principal place of business is located in a state which gives preference to residents are subject to the same restrictions when submitting an offer with an entity of the State of Texas. 43. Advertising - Vendor shall not advertise or publish, without the District’s prior consent, the fact that the District has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local government. 44. The resulting award from this bid/proposal constitutes a contract between the WISD and the awarded vendor. The prevailing party in an action, in state or federal court, to enforce or interpret this contract is entitled to recover its reasonable attorneys' fees and court costs from the other party. Without waiving any rights available to the District for recovery, if the District is the prevailing party, vendor hereby agrees and authorizes the District to deduct the reasonable attorneys' fees and court costs from amounts, if any, owed to vendor under the contract. 45. Right to Assurance - Whenever Waco ISD in good faith has reason to question the vendor’s intent to perform, the district may demand that the vendor give written assurance of their intent to perform. In the event that a demand is made and no assurance is given within five (5) calendar days, the district may treat this failure as anticipatory repudiation of the contract. 46. Criminal History Records - In accordance to Education Code § 22.083, Access to Criminal History Records by Local Authorities, (a) the District may obtain from any law enforcement agency all criminal history record information that relates to a person (b) (2) an employee of or applicant for employment by a person that contracts with the district....if (B) the duties are or will be performed on school property or at another location where students are regularly present. 47. Non-Appropriation of Funds - Should the District not have sufficient funds appropriated for the purchase of the items mentioned in this bid/proposal and after timely notification is provided to the supplier, the District is fully and expressly released from all obligations under this agreement and any incidental agreements hereto. 48. Substitutions - Substitutes on discontinued equipment must be approved by the Director of Purchasing prior to shipment. Substituted equipment must meet or exceed the specifications of the equipment originally offered. 49. By submitting a bid/proposal, each bidder/proposer agrees to waive any claim it has or may have against the District, it’s trustees, officers, or employees arising out of or in connection with the administration, evaluation, or recommendation of any bid/proposal, waiver of any requirements under the bid/proposal documents, or the contract documents, acceptance or rejection of any bids/proposals; and award of the contract. 50. Waco ISD reserves the right to audit the books of the awarded vendor in regards to this contract and all supporting documentation surrounding this contract. 51. This District has implemented a “no contact” procedure during the bidding process. This means that from the date the bid/proposal is issued until the date the bid/proposal is awarded by the board, there shall be no contact by any vendor to any district employee (excluding the purchasing department staff) or board member in relation to this bid/proposal, unless authorized by the purchasing agent. 52. These general conditions govern the relationship between the District and vendor, and are hereby made part of the agreement between the District and vendor.