1 st Floor

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FEMA CAP Grant MSB Library Ground and 1st Floor
Request for Proposal
May 1, 2015
Presented by:
NYU Hospitals Center
NYU Hospitals Center
Table of Contents
1.
Objective ..............................................................................................................................................................3
2.
RFP Overview .....................................................................................................................................................4
3.
Milestone Calendar .............................................................................................................................................4
4.
Required RFP Response Format .....................................................................................................................4
5.
Proposal due Date, Delivery Instruction and Communication ......................................................................5
6.
Proprietary Information, Non-Disclosure .........................................................................................................5
7.
Costs Incurred .....................................................................................................................................................5
8.
NYULMC Reserves Right to Reject Any and All Bids ...................................................................................5
9.
Effective Period of Prices ...................................................................................................................................5
10. Request for Proposal Scope .............................................................................................................................5
11. Fixed Price ...........................................................................................................................................................9
12. Past Performance and References ..................................................................................................................9
13. Work Experience ............................................................................................................................................... 10
14. Evaluation Criteria ............................................................................................................................................ 10
15. Proposed Staffing Approach ........................................................................................................................... 11
16. High Level Timeline ........................................................................................................................................... 11
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1.
Objective
NYU Langone Medical Center (NYULMC) and the NYU School of Medicine (SOM) are currently
soliciting quotes in response to this Request for Proposal (RFP) for the build out MSB Ground
and First Floor:
GROUND FLOOR
(6) Study Rooms – Ground Floor – 50” Display with wifi connect, HDMI to table cubbie, built in
room PC, touch panel
(2) Standard Conference Rooms – VC + Aud Conf with a 75" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
(2) Standard Conference Rooms – VC + Aud Conf with a 85" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
(1) Standard Conference Rooms – VC + Aud Conf with a 90" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
(1) Innovation Room – Ground Floor – VC+ Aud Conf with a 75" display, wifi connect, multiple
HDMI inputs, built in room PC, touch panel
(1) Classroom – Ground Floor VC + Aud Conf with (1) 85" display for front of room, (4) 60" for
each student table (5) wifi connects, HDMI cable next to mobile podium, (2) built in room PC's,
touch panel
(5) Administrator’s Office- All in one VC system 55" display, touch 10 touch panel, inputs for PC
and Laptop connections
(2) Digital Signage Displays – (2) 55" digital signage displays
1st FLOOR
(1) Standard Conference Rooms – 1st Floor VC + Aud Conf with a 85" display, wifi connect,
HDMI to table cubbie, built in room PC, touch panel
(1) Standard Conference Rooms – 1st Floor VC + Aud Conf with a 75" display, wifi connect,
HDMI to table cubbie, built in room PC, touch panel
(1) Conference Room – Rm 193 – 1st Floor VC + Aud Conf with a (2) 90" displays place at the
front of the room, (2) 70" displays one for each side wall, (1)wifi connect, Multiple HDMI to table
cubbie, (5) built in room PCs, touch panel, will require a 16x16 switch minimum
(2) Digital Signage Displays – 1st Floor (2) 55" digital signage displays
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2.
RFP Overview
Introduction
The NYU Hospitals Center (NYUHC) including NYU Medical Center and NYU Hospital for Joint
Diseases (NYUHJD) collectively referred to as “HOSPITALS” and the NYU School of Medicine
(SOM), invite you (the “Vendor”) to submit a quote in accordance with the requirements, terms,
and conditions in this Request for Proposal (RFP)
This RFP process is your opportunity to demonstrate your strong commitment to partnering with
HOSPITALS and SOM and ensures highly competitive pricing with quality customer support
services.
This RFP solicits a detailed offering that includes line item pricing as well as a detailed response
regarding your services, initiatives and Contract/Payment Terms compliance. We encourage
you to submit a Quote that is aggressively priced which will exceed our expectations and
influence the consolidation of our SUPPLIERs and market share.
The RFP submissions will be applicable for NYU Hospitals Center (NYUHC) referred to as
“Hospitals” having places of business at Tisch NYU Medical Center 550-560 First Avenue, New
York, NY 10016 and NYU Hospital for Joint Disease 301 East 17th Street, New York, NY 10003
and Outpatient Surgery Center 333 E 38th Street (at 1st Avenue) New York, NY 10016 and
NYU School of Medicine having a place of business at 530 First Avenue, New York NY 10016.
3.
Milestone Calendar
The following calendar of events is based on planned New York University Langone Medical
Center (NYULMC) and School of Medicine (SOM) activities and anticipated vendor delivery
capabilities. It is presented for illustrative purposes only. These milestones will be reviewed as
necessary at the time a contract is awarded to a vendor.
Milestones
Date(s)
Time
RFP Release Date
Additional Questions due
Answer to Vendors Due
Proposal due
May 1,2015
May 7, 2015
May 9, 2015
May 14, 2015
12:00 PM EST
12:00 PM EST
5:00 PM EST
.
4.
Required RFP Response Format
Vendors are required to submit their Proposal in the specified electronic format. Vendor will
submit their entire RFP response and all completed forms electronically via e-mail to NYULMC
and SOM with vendor’s information and responses provided in the appropriate places therein.
The required electronic applications formats are Microsoft Word and Microsoft Excel. Any
supporting graphic or presentation-based slides may be submitted in a separate
PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.
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5.
Proposal due Date, Delivery Instruction and Communication
All Proposals are due by May 14, 2015 no later than 5:00 P.M. EST
Send your complete electronic response via email to:
ITSourcing@nyumc.org
Bidders Note: All questions regarding interpretation or specifications must be submitted in
writing to ITSourcing@nyumc.org only. Under no circumstances shall vendor contact any
employee of NYULMC or SOM. Any dialogue initiated by the bidder not addressed to contacts
above will result in an immediate disqualification. Discussions on other business matters and
not related to this RFP are permitted.
6.
Proprietary Information, Non-Disclosure
Vendor shall have no rights in this document or the information contained therein and shall not
duplicate or disseminate said document or information outside the vendor's organization without
the prior written consent of NYULMC and SOM.
7.
Costs Incurred
All costs incurred in the preparation and presentation of the Proposal shall be borne by vendor.
By submitting a Proposal, vendor agrees that the rejection of any Proposal in whole or in part
will not render NYULMC or SOM liable for incurred costs and damages.
8.
NYULMC Reserves Right to Reject Any and All Bids
Nothing in this RFP shall create any binding obligation upon NYULMC or SOM. Moreover,
NYULMC and SOM, at their sole discretion, reserve the right to reject any and all bids as well as
the right not to award any contract under this bid process. NYULMC and SOM reserve the right
to award portion of this bid. All bids should be governed by NYULMC and SOM standard Policy
and Procedure and Terms and Conditions.
9.
Effective Period of Prices
All pricing Proposals by vendor will remain fixed and firm until December 31, 2016.
10.
Request for Proposal Scope
A.
Detailed Scope
All pricing shall be as per specifications in the IT Set. The following items shall also be included
in all bids for pricing:
GROUND FLOOR
Study Rooms Ground Floor G131, G133, G134, G135, G136,
G137
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(6) Study Rooms – Ground Floor – 50” Display with wifi connect, HDMI to table cubbie, built in
room PC, touch panel.
In these rooms there is a single 50”LED display per room. There are no VC or Audio
Conference capabilities. There are HDMI connections for a visitor’s laptop at the table and
wireless connections through the Wifi Connect device. There is also a built in room PC. The
DMPS system will control the room functions with a touch screen interface. In addition there is a
42” SMART Kappa board for each room.
Standard Conference Rooms – VC + Aud Conf with a 75"
display - G70, G71
(2) Standard Conference Rooms – VC + Aud Conf with a 75" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
In these rooms there is a single 75” 4K LED display per room. There are VC and Audio
Conference capabilities. There are HDMI connections for a visitor’s laptop at the table and
wireless connections through the Wifi Connect device. There is also a built in room PC. The
DMPS system will control the room functions for each room with a touch screen interface. In
addition there is an 84” SMART Kappa board for each room.
Standard Conference Rooms – VC + Aud Conf with a 85"
display - G106
(1) Standard Conference Room1 – VC + Aud Conf with a 85" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
In this room there is a single 85” 4K LED display per room. There are VC and Audio Conference
capabilities. There are HDMI connections for a visitor’s laptop at the table and wireless
connections through the Wifi Connect device. There is also a built in room PC. The DMPS
system will control the room functions with a touch screen interface. In addition there is an 84”
SMART Kappa board.
Standard Conference Rooms – VC + Aud Conf with a 90"
display-G45
(1) Standard Conference Room – VC + Aud Conf with a 90" display, wifi connect, HDMI to table
cubbie, built in room PC, touch panel
In this room there is a single 90” 4K LED display. There is VC and Audio Conference
capabilities. There are HDMI connections for a visitor’s laptop at the table and wireless
connections through the Wifi Connect device. There is also a built in room PC. The DMPS
system will control the room functions with a touch screen interface. In addition there is an 84”
SMART Kapp board.
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Innovation Room G105
(1) Innovation Room – Ground Floor – VC+ Aud Conf with a 75" display, wifi connect, multiple
HDMI inputs, built in room PC, touch panel
In this room there is a single 75” 4K LED display with Video and Audio Conference capabilities.
There are HDMI connections for a visitor’s laptop and wireless connection through the Wifi
Connect device. There is also a built in room PC. The DMPS system will control the room
functions with a touch screen interface. In addition there is a 42” SMART Kapp board.
Classroom G101
(1) Classroom – Ground Floor VC + Aud Conf with (1) 85" display for front of room, (4) 60" for
each student table (5) wifi connects, HDMI cable next to mobile podium, (2) built in room PC's,
touch panel
In this room there is a single 85” 4K LED display with Video and Audio Conference capabilities
and (4) 60" 4K LED displays for each student table. An HDMI connection will go next to the
mobile podium for a visitor’s laptop. There will be a wireless connection to each display through
(5) Wifi Connect devices as well as (2) built in room PCs. The DMPS system will control the
room functions with a touch screen interface. In addition there is a 42” SMART Kapp board.
Administrators Office G51, G52, G53, G54, G55
(5) Administrator’s Office- All in one VC system 55" display, touch 10 touch panel, inputs for PC
and Laptop connections
There is a single 55” All in one VC system for each room. There is an HDMI connection for a
visitor’s laptop and wireless connection through the Wifi Connect device. There is also a built in
room PC.
Digital Signage Ground Floor
(2) Digital Signage Displays – (2) 55" digital signage displays
1st FLOOR - Standard Conference Rooms – VC + Aud Conf
with a 75" display - 190
(1) Standard Conference Rooms – VC + Aud Conf with a 75" display, wifi connect, HDMI to
table cubbie, built in room PC, touch panel
In this room there is a single 75” 4K LED display per room. There is VC and Audio Conference
capabilities. There are HDMI connections for a visitor’s laptop at the table and wireless
connections through the Wifi Connect device. There is also a built in room PC. The DMPS
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system will control the room functions for each room with a touch screen interface. In addition
there is an 84” SMART Kapp board for each room.
1st FLOOR - Standard Conference Rooms – VC + Aud Conf
with a 85" display – 190
(1) Standard Conference Room – VC + Aud Conf with a 85" display, wifi connect, HDMI to table
cubbie, built in room PC, touch panel
In this room there is a single 85” 4K LED display per room. There is VC and Audio Conference
capabilities. There are HDMI connections for a visitor’s laptop at the table and wireless
connections through the Wifi Connect device. There is also a built in room PC. The DMPS
system will control the room functions with a touch screen interface. In addition there is an 84”
SMART Kapp board.
CONFERENCE ROOM 193 – 1st Floor
(1) Conference Room – Rm 193 – 1st Floor VC + Aud Conf with a (2) 90" displays place at the
front of the room, (2) 70" displays one for each side wall, (1)wifi connect, Multiple HDMI to table
cubbie, (5) built in room PCs, touch panel, will require a 16x16 switch minimum
Digital Signage 1st Floor
(2) Digital Signage Displays – (2) 55" digital signage displays
Vendor should be aware that the bulk of this work should be planned for Monday-Friday 7am to
3pm.
B.
Deliverables
1. A 2 week look ahead schedule is required when construction starts.
(A breakdown of completed tasks and tasks remain within duration)
2. The Vendor shall provide a CD-ROM with the following deliverables within 30 days of
project completion:


C.
As-built and line drawings for MSB Library rooms in PDF format.
Copies of any other relevant documentation created during this project, such as
punch lists, meeting minutes, change orders, etc.
Site Tour Survey
1.
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A site tour will be held with Sharon Hanley A/V Group PM and the
winning bidder once selected
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D.
Project Timeline:
Milestones
Date(s)
Integrator Awarded
Equipment Lead Time
Equipment Delivery
Cabling
Terminations
Programming
May 2015
July 2015
Sept 2015
Oct 2015
Nov 2015
December 2015
** Punch list walk throughs will begin at a date and time determined by the progression of the
project. It is mandatory for the awarded vendor to have a representative other than the foreman
on these walk throughs.
D.
RFP Questions, Inquiries, Clarifications and Addenda
2.
3.
4.
5.
11.
1. All inquiries regarding this RFP must be submitted via email to
ITSourcing@nyumc.org. Inquiries and questions will be accepted through May 7,
2015 12 PM.
NYULMC and SOM will issue responses to inquiries and any other corrections,
amendments, and the like which it deems necessary in written addenda.
NYULMC and SOM will endeavor to email addenda to each person recorded as
having been furnished a copy of the RFP to ensure they have obtained and
acknowledged all addenda (if any).
Proposers must acknowledge receipt of addenda and include it with their
submission.
Proposers should not rely on any representations or statements of clarifications
not made in either this RFP or a formal addendum.
NYULMC and SOM reserve the right to waive minor informalities in proposal
submissions.
Fixed Price
Utilizing the attached worksheet provide a detailed price estimate including a summary of all
costs and a detailed list of each item proposed and its associated cost. Please distinguish each
proposed cost into categories, for example: consulting, training, travel, etc.
12.
Past Performance and References
Please provide a list of three academic hospitals who have received services on similar
engagements as the one outlined by this RFP and include the information below.
 Client name and headquarter address
 Contact name
 Telephone number
 Email address
 Length of time using your services
 Brief description of the service provided
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Failure to provide suitable references to NYULMC and SOM will result in the vendor’s bid being
rejected without further consideration.
13.
Work Experience
Please provide information that will enable us to evaluate your company’s track record and
capabilities.
Provide detailed description of value added services that differentiate your company from your
competitors.
14.
Technical Criteria
NYULMC and SOM have identified some guiding principles for a successful implementation and
response to following criteria are required:
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o
Provide a plan for performing services: When services are being procured, the
vendor’s plan for performing the required services.
o
Qualifications and requirements of vendor personnel: Provide the qualifications
and experience of the vendor and, in particular, the project team members,
including the consultants, proposed to be assigned to the project.
o
Qualifications and requirements of the Vendor: requirement to provide proof that
they are a certified reseller and are authorized to perform maintenance on Cisco
and Crestron equipment; please provide proof that the vendor is using a CWA
(Union) company in good standing;
o
Vendor Financial Standing: required to provide COI with $10 million per
occurrence, $1 million aggregate Auto Liability coverage and statutory Workers'
Compensation coverage, with $1 million per accident/occurrence/disease
Employers' Liability insurance; provide company financial statements for the past
three years as well as your line of credit and your available line of credit
o
Past performance: Provide a past record of performance on contracts with
academic or medical institutions with respect to such factors as control of costs,
quality of the work, and the ability to meet schedules.
o
Availability of the vendor: The personnel, equipment, and facilities to perform the
services currently available or demonstrated to be made available at the time of
contracting. This criterion should include considering the current and projected
workloads of the vendor that would affect its ability to perform the required work
on schedule, and the availability of key personnel to be assigned to the project.
o
Reputation: The vendor’s reputation for personal and professional integrity and
competency.
o
Familiarity with the NYULMC: The familiarity of the vendor with the NYULMC
campus, standards and methodologies.
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15.


16.

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Proposed Staffing Approach
Provide an outline of a proposed staffing for this engagement and include the below
information.
o Resource skill set
o Project role and responsibility
o Number of years of experience relevant to this project
o Indicate the engagements in which the team member participated and their role
NYU reserves the right to refuse proposed staff.
High Level Timeline
Provide a high level strategy or approach for the project as defined in this RFP, include
milestones, phase deliverables and integration points between requirements. Include a
high level timeline based on this approach.
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