Annual Contract for Boardroom AV Equipment Maintenance & Service Agreement

INSTRUCTIONS TO RESPONDENTS

Bids are solicited for furnishing the goods, supplies, equipment and/or services as set forth in this solicitation. Bids must be received Electronically or by Sealed Bid in the Purchasing Office by date and time specified, and then publicly opened and read aloud. Sealed Bids that are either mailed or delivered must be enclosed in a sealed envelope, addressed to the Director Purchasing, and have the bid number, bid name, closing date, and company name clearly marked on the outside of the envelope. Sealed Bids should be mailed or hand delivered to the following address:

San Antonio Water System

Purchasing Department

2800 US Highway 281 North,

Administration Bldg, 5th Floor

San Antonio, TX 78212

Electronic Bids can not be accepted after the specified date/ time. Sealed Bids received late will be returned; they will not be opened nor considered in the evaluation of the bid. The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period of acceptance of this bid will be 90 calendar days after the bid opening date.

SCOPE: The San Antonio Water System is soliciting bids for a vendor to provide AV and Video Production Systems Engineering, Support and Maintenance. The intent of these specifications / scope of services is to describe the minimum requirements for the annual agreement for the purchase of support for SAWS board meetings and other related AV needs such as but limited to conference room and board meeting hardware upgrades or installs. The selected vendor will provide support and on-going maintenance from small conference rooms to multi-camera, multi-room live TV production control systems.

Current Hardware in Need of Support.  Note: Support and Maintenance in this contract is not limited to the current hardware. Vendor will provide upgrade recommendations and future hardware should be considered for support purposes.

• APC Smart-UPS C1500

• Biamp TesiraFORTE AVB CI digital audio processor

• Biamp TesiraFORTE AVB TI digital audio processor

• Blackmagic Design SmartView Duo rackmount dual 8" LCD monitors (x2)

• Crestron DM-MD16x16 Digital Media Distribution

• Crestron wireless conference room controller

• Crestron Pro3 Advanced Control Processor with touch screen

• Crestron TSW-552-B-S mini touch screen controller

• Crown 1160MA 4-channel audio amp (x2)

• Dell S2721QS Monitor

• ETA Power Distribution (x2)

• ETC ES750 dimmer pack

• Extron HAS 822 conference table a/v hub (x4)

• JBL speakers (assorted)

• Lenovo ThinkVision E2223S Monitors (x5)

• NewTek Tricaster 2 Elite

• NewTek 2-Stripe Control Surface

• Planar PCT2785 Touchscreen

• Planar PCT2235 Touchscreen

• Shure Microflex conference table mic (x10)

• Shure QLXD4 Wireless mic receiver (x2)

• Taiden Congress Matrix Digital Congress System

• Taiden Congress Vote Stations with microphone (x11)

• Vaddio Universal CCU

• Vaddio 720p PTZ cameras with rackmount control units (x4)

• Vaddio ProductionView PTZ Precision Camera Controller

• Williams PPA T35 Transmitter with receiver (x2)

Supporting manufacturers including but not limited to Shure, Crestron, Sennheiser, Cisco, Tricaster and etc.

PLEASE SEE SAWS LOCATIONS UNDER ATTACHMENT TAB

Contract shall begin Date of Award and shall terminate one (1) year later . For Annual Contracts the quantities on the Price Schedule will be ordered on an as needed basis.

This Contract may be renewed for up to four (4) additional one (1) year periods under the same terms and conditions by mutual agreement of the parties.

We highly recommend online submission. This expedites the process and reduces errors for both buyer and supplier.

For technical assistance, please contact Ion Wave's Customer Success Team: 1-866-277-2645 x 4 or email support@ionwave.net.

The San Antonio Water System Purchasing Department is willing to assist any bidder(s) in the interpretation of bid provisions or explanation of how bid forms are to be completed. Assistance may be received by visiting the Purchasing Office in the SAWS Main Office, 2800 US Hwy 281 North, San Antonio, TX 78212, or by calling (210) 233-3819.

To report suspected ethics violations impacting the San Antonio Water System, please call 1-800-687-1918.