Audio & Video Installation Services

The New York State Office of the State Comptroller (“OSC”) intends to procure Audio/Video Installation services pursuant to its discretionary purchasing authority under State Finance Law §163(6). This procurement opportunity is limited to New York State small businesses as defined in State Finance Law §160(8), businesses certified pursuant to Article 15-A of the New York State Executive Law, and businesses certified pursuant to Article 3 of the New York State Veterans’ Services Law.

BACKGROUND

The New York State Office of the State Comptroller (“OSC”) is seeking a qualified vendor (“Contractor”) to provide Audio & Video (“AV”) installation services for six sites: four located in Albany, New York and two in New York City, New York. OSC primarily uses Microsoft Teams for internal web conferencing communications. For external communications, OSC primarily uses Cisco Webex and will use the Crestron Bring Your Own Device (“BYOD”) feature for Webex meetings. The Contractor will install AV components that will integrate with OSC’s Microsoft Teams Rooms web conferencing hardware. Additionally, the Contractor will perform device programming to meet the requirements of each specific room configuration.

The installation deliverables and post-installation support services are further detailed in Attachment 1 (Statement of Work) posted to OSC’s website at: https://www.osc.ny.gov/procurement

STATEMENT OF WORK

The Contractor’s staff shall:

1. Work on-site at OSC’s offices during regular business hours, Monday to Friday, 8:00 a.m. to 5:00 p.m. ET, except for New York State recognized holidays.
2. Perform the installation of audio, video, and web conferencing equipment in Albany, New York and New York City, New York.
3. Perform the site installations sequentially in order of importance, as instructed by OSC. Alternate arrangements may be allowed with prior OSC approval.

The Contractor shall:

1. Provide all hardware and other components not included in Attachment 2 (OSC Equipment) necessary to mount and install the AV components at each site:
   • All cabling required to connect individual devices including, but not limited to, cat 6e network cabling, speaker wire, low voltage wire, and HDMI Cables, and
   • All hardware required to mount and install AV components including, but not limited to, AV cabinet shelving, screws, camera mounts, wall anchors, and wire ties.

1. Maintain the tidiness and safety of each work site, including:
   • Cleaning the work site at the end of each day to ensure all tools and equipment are picked up and secured,
   • Discarding debris in the designated locations identified by OSC,
   • Tying up and securing any loose wires to ensure they do not create a tripping hazard, and
   • At the completion of each installation, performing a final wipe down of the work site to remove dust and construction debris.

OSC Responsibilities:

OSC shall:

1. Provide the Contractor with the equipment listed in Attachment 2 (Equipment List) to be installed and configured, and
2. Retain all existing equipment and wiring removed from all work sites to be recycled or repurposed.

MINIMUM QUALIFICATION

At least one member of the Contractor’s Staff assigned to provide implementation services, as described in Attachment 1 (Statement of Work), must possess a Shure Advanced Integrated Systems Level 2 certification.

PREFERRED QUALIFICATION

OSC will give preference to the proposer with the following qualifications:

1. The Contractor’s Staff assigned to provide implementation services, as described in Attachment 1 (Statement of Work) possess any of the following certifications:
   • Avixa CTS Certified Technology Specialist
   • CTS-I Installation
   • CTS-D Design
   • Crestron Master’s Silver or above
   • CTI-CTF Crestron Technician Fundamentals
   • CTI-CCP Crestron Certified Programmer
   • CTI-CFC Crestron Fundamentals - Commercial
   • CTI-P101 Foundations of Crestron Programming
   • CTI-P301 Advanced System Programming
   • DMC-D-4K DM Certified Designer
   • DMC-E-4K DM Certified Engineer
   • CTI-SG Smart Graphics Training
   • Crestron Certified Audio Technician
   • DM-NVX-N Networking
   • DM-NVX Design and Application
   • DMC-T Digital Media Certified Technician
   • CTI-FT – Crestron Flex for Microsoft Teams
2. The Contractor has five or more years of experience with the installation of AV and web conferencing equipment.
3. The Contractor has completed web conferencing projects with AV integrations within the 12 months before the due date for responses to this solicitation. Vendors are encouraged to list all relevant projects, as the number of projects will be considered during evaluation of responses.

Mandatory Site Visit

Interested vendors must attend a site visit of the 110 State Street rooms to review room configurations and to ask questions regarding design and customization requirements. OSC will present visuals of the New York City and 800 North Pearl locations during this site visit. The purpose of these visits is to solicit questions and clarify expectations concerning this engagement and to help interested vendors better understand the nature of the services. Ad hoc questions may be asked at each visit; however, no oral response will, by itself, change the requirements of this procurement. OSC will provide formal responses to ad hoc questions asked during any site visit as part of the Q&A period. OSC will not accept a proposal from any vendor that does not attend a mandatory site visit.

Interested vendors must attend one of the three following site visit opportunities:

• Tuesday, April 23, 2024, at 9:00 a.m. to 11:00 a.m. ET
• Monday, April 29, 2024, at 1:00 p.m. to 3:00 p.m. ET
• Wednesday, May 1, 2024, at 9:00 a.m. to 11:00 a.m. ET

Interested vendors must submit an RSVP form for the site visit they plan to attend (available at https://www.osc.ny.gov/procurement ) by 4:00 p.m. ET on the business day prior to each site visit to RFP@osc.ny.gov .

OSC may cancel a site visit if no vendors RSVP for that site visit.

Vendors should arrive at the site at least fifteen minutes before the scheduled time with photo identification.

Vendors may not use cameras, video equipment, tape recorders, or any other such recording equipment during the mandatory site visits. OSC may provide photos of the rooms to interested vendors. Vendors may take measurements to estimate cabling or other needs.

Proposal Pricing:

For this engagement, costs will be handled separately between the Deliverables #1-6 and the post-installation support.

1. Deliverables #1-6:

OSC will compensate the Contractor on a deliverable basis. Proposers must use the “Cost Substantiation” portion of Attachment 3 (Response Form) to show justification for each deliverable.

OSC will only pay the Total Deliverable Cost for each deliverable, as calculated by the Proposer on Attachment 3, regardless of the number of hours actually expended by the Contractor for completion of each deliverable. OSC will not pay hourly rates for deliverables; the hourly rates are for calculation purposes only.

Important: The proposed hourly rates and Total Deliverable Cost must be all inclusive of all fees and out-of-pocket expenses, including all travel expenses and the cost of all miscellaneous hardware required to perform the installation services. OSC will only provide the equipment listed in Attachment 2 (OSC Equipment); the Contractor must provide all additional hardware required to mount and install the AV components at no additional cost to OSC. Such additional hardware includes, but is not limited to, AV cabinet shelving, screws, camera mounts, wall anchors, and wire ties. The Contractor must also provide all cabling necessary to connect individual devices including, but not limited to, cat 6e network cabling, speaker wire, low voltage wire, and HDMI cables.

Proposers are advised to closely review Attachment 1 (Statement of Work), Attachment 2 (OSC Equipment), the physical sites during mandatory site visits, and the Q&A responses to obtain an understanding of the hardware and other components necessary to complete the implementation services in order to reasonably cost these deliverables.

2.Post-Installation Support

The Contractor shall provide post-installation support services as further described in Attachment 1. The Contractor shall provide hourly rates within Attachment 3 (Response Form) for telephone support and on-site support. Unlike the installation deliverables, OSC will reimburse the Contractor for travel expenses incurred while performing on-site post-installation support services provided that such travel expenses are pre-approved by OSC and accompanied by supporting documentation.

SUBMISSION REQUIREMENTS

Interested vendors should submit a completed Attachment 3 to RFP@osc.ny.gov (preferred) or via hard copy mail to:

Director of Finance
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001

All documents related to this procurement are available on the OSC website at: https://www.osc.ny.gov/procurement .

Proposals must be received by OSC no later than the deadline contained in this advertisement.

Proposals should clearly demonstrate that the proposer meets all minimum qualifications.

The proposer must be willing to enter into an agreement substantially in accord with the terms of the Draft Contract posted to the OSC website should the proposer be selected for contract award.

NOTE: Procurement documents may, from time to time, be amended or addenda issued. It is the proposer’s responsibility to become aware of any such amendments and/or addenda prior to submission of a response. All amendments and/or addenda to procurements will be posted to the OSC website at https://www.osc.ny.gov/procurement .

Proposers should review the OSC website prior to submission of a response to ensure that they have all information required to submit a complete response.

This procurement is subject to, and shall be conducted in accordance with, the OSC Executive Order on Procurement Integrity and OSC’s Procurement Integrity Procedures, both of which are available in full on the OSC website noted above, or upon email request. All inquiries concerning this procurement must be addressed to the Contracting Officer or designee(s) at OSC, via email (preferred) to RFP@osc.ny.gov or via hard copy mail to:

Director of Finance
Questions for Contract #C001180
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001

Questions regarding this procurement opportunity must be received by OSC by 4:00 p.m. ET on 05/03/24. The comprehensive list of questions and responses will be posted to the OSC website on or about 05/10/24. This listing will not include the identities of the vendors submitting the questions; those vendors will remain anonymous to the extent allowed by law.