VENDOR NET TRANSMISSION COVER LETTER
DATE:
April 20, 2010
When using Vendor Net, you may submit your proposal through one of the following options: U.S. mail, handdelivery or e-mail. Refer to “SUBMITTAL INSTRUCTIONS”. Regardless of the option used, your proposal
must be received and time stamped in by Purchasing Services, 21 N Park St, Suite 6101, Madison, WI 537151218, prior to 2:00 PM on the proposal due date to be considered on time. Proposals not so stamped shall be
considered late. Late proposals shall be rejected.
If you have any questions concerning these instructions, please contact the University of Wisconsin-Madison
Purchasing Services (Bid Processing) at (608) 262-0059.
PURCHASING SERVICES
University of Wisconsin-Madison  21 N Park St, Suite 6101 Madison, WI 53715-1218
608/262-0059  (Fax) 608/262-4467  www.bussvc.wisc.edu  bids@bussvc.wisc.edu
A REQUEST FOR PROPOSAL (RFP)
AMENDMENT #1
RFP #10-5255
AGENT: Carl Hubbard at (608) 262-6557 / FAX: (608) 262-4467
E MAIL: chubbard@bussvc.wisc.edu
If NO BID (check here)
and return.
UNIVERSITY OF WISCONSIN – Madison
Design and Install a Virtual Reality CAVE and Development Laboratory at the Wisconsin
Institutes of Discovery Living Environments Laboratoy
Issued by:
STATE OF WISCONSIN
UNIVERSITY OF WISCONSIN - MADISON
PURCHASING SERVICES
Issue Date: April 20, 2010
NO PUBLIC OPENING
May 4, 2010
- No later than 2:00 p.m. CDT
NOTE TO PROPOSERS: Amendment 1 issued to: Answer Question Issued,
Provide Notes From Teleconference on 4/12/10 and Extend The Due Date to
May 4, 2010.
COMPANY NAME: _________________________________________________________________________________________________
PURCHASING SERVICES
University of Wisconsin-Madison  21 N Park St, Suite 6101 Madison, WI 53715-1218
608/262-0059  (Fax) 608/262-4467  www.bussvc.wisc.edu  bids@bussvc.wisc.edu
UNIVERSITY OF WISCONSIN
Amendment #1
PROPOSAL NO.: 10-5255
SUBMITTAL INSTRUCTIONS
A completed and signed proposal response must be received and date/time stamped in by UW-Madison Purchasing
Services prior to 2:00 p.m. CDT on the stated proposal due date to be considered. Proposals not so date/time stamped
in shall be considered late. Late proposals shall be rejected. We have supplied you with a pre-addressed return
label. Please fill in your vendor name and address on the return label to help us identify this transaction. Please use
one of the options below for return of your proposal.
MAILING:
Four copies of the RESPONSE including one original of mailed proposals along with one copy of the RESPONSE on
CD/DVD/Flash Drive must be received at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218,
prior to 2:00 p.m. CDT on the stated proposal due date.
HAND DELIVERY:
Four copies of the RESPONSE including one original of hand-delivered proposals along with one copy of the
RESPONSE on CD/DVD/Flash Drive may be delivered by vendor or third-party/courier service. Proposals must be
received at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, prior to 2:00 p.m. CDT on the
stated proposal due date.
E-MAILING:
For your e-mailed proposal to be considered valid by UW-Madison Purchasing Services:
1. Send a complete copy of the entire response prior to 2:00 p.m. CDT on the stated proposal due date via e-mail to:
bids@bussvc.wisc.edu. Submitting a proposal to any other e-mail address than bids@bussvc.wisc.edu does not
constitute receipt of a valid proposal by Purchasing Services.
2. Four copies of the RESPONSE including one original to be delivered along with one copy of the RESPONSE on
CD/DVD/Flash Drive (via hand delivery, mail or courier) within one (1) business day after the stated proposal due date
must be received at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.
Prior to the proposal deadline, proposer is responsible for confirming that their e-mailed proposal response has been
successfully received. Proof of transmission doesn't constitute proof of receipt. The original e-mail submission must be
supported by the last page of Section 6 “RFP Checklist and Submittal Page”. This page must be signed and returned via
fax (608-262-4467) and must be received prior to 2:00 p.m. CDT on the proposal stated due date.
RETURN ADDRESS LABEL:

OFFICIAL SEALED PROPOSAL
NUMBER: 10-5255
DUE DATE: May 4, 2010
TIME: 2:00 PM CDT
NO PUBLIC OPENING
INSERT
VENDOR NAME HERE: ______________________________________
ADDRESS: ________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
21 N PARK ST, SUITE 6101
MADISON, WI 53715-1218
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
Amendment 1
PROPOSAL NO.: 10-5255
PAGE 4 OF 34
Section #2: RFP Process Instructions
2.1
Applicable Dates
Date
Event
April 1 2010
Date of Issue of the RFP
April 12, 2010, 9 a.m. Central Time
Proposer Teleconference
April 14, 2010
Written questions due
April 29, 2010 May 4, 2010-- 2:00 PM
RFP Due Date (Local Madison Time)
2.2
Proposer Conference
Proposer is required to participate in a Proposer Teleconference on April 12, 2010, prior to submitting a Proposal to
assure themselves and the University that they fully understand all requirements of the projects. If you are planning
to submit a response to this RFP, please notify Carl Hubbard at chubbard@bussvc.wisc.edu , or (608) 262-6557, by
1 PM, Central Time, April 9, 2010. Dial-in information will be provided on April 9, 2010 via Email to anyone who has
notified us of their intent to submit a response by the deadline.
2.3
Clarifications and/or Revisions through Designated Contact
All communications and/or questions in regard to this request should be in writing and proposers are encouraged to
FAX or e-mail written questions to the Agent. Verbal questions, when permitted, must be directed to the Agent.
If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this
RFP, they have five (5) business days after the above scheduled proposers conference to notify, in writing, the
Agent at the address shown below of such error and request modification or clarification of the RFP document. All
written questions will be responded to in writing and provided to all proposers.
Carl Hubbard
UW Purchasing
21 N Park St, Suite 6101
Madison, WI 53715-1218
E-mail: chubbard@bussvc.wisc.edu
PHONE 608/262-6557 -- FAX 608/262-4467
If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer,
or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the
Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or time by reason of the
error or its later correction.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of
this RFP, supplements or revisions will be provided to all recipients of this initial RFP.
2.4
Preparing the Proposal
To be considered, Proposers must respond to each of the requirements listed in Section #4 and per the attached
Submittal Instructions. Responses should be formatted to correspond numerically to the requirements listed in
Section #4.
2.5
Conflict of Interest
By submitting a proposal, the proposer certifies that no relationship exists between the proposer and the University
that interferes with fair competition or is a conflict of interest, and no relationship exists between such proposer and
another person or firm that constitutes a conflict of interest that is adverse to the University.
2.6
Multiple Proposals
Proposers who wish to submit more than one proposal may do so, provided that each proposal stands alone and
independently complies with the instructions, conditions and specifications of the request. If multiple responses are
submitted, the University reserves the right to select the most advantageous proposal to the University.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
Amendment 1
PROPOSAL NO.: 10-5255
Questions and Answers
AMENDMENT #1
QUESTIONS & ANSWERS FOR 10-5255
Design and Install a Virtual Reality CAVE & Development Laboratory at the WID LEL
Q1. Item 13 on page 33 of 34 – Does the training requirement encompass hardware and software training or just
hardware?
A1. Training on managing the hardware and software should be sufficient for operation and general maintenance. We
do not expect that the contractor will undertake complete training for all possible software situations (e.g. creation of
scenarios not delivered with the contract).
Q2. Attachment A, Section 2, Software Requirements, bullet iii on page 22 of 34 –The requirement statement,
"Narratives detailing the usage and operating procedures of the personal care technologies will be available postaward." -- It is our understanding that UW will be providing this detail to the contractor post award. Is this correct?
A2. Yes.
Q3. Attachment B, Cost Proposal, Section #2 Equipment Costs on page 23 of 34 - Statement - "Please include
detail to what is included in each of these cost items"; Question - Can you please elaborate on "detail"? What is
expected in the detailed break out?
A4. The contractor should specific how cost estimates were determined, what kind of replacement or maintenance
services were expected, and the manner in which hardware options were sourced and priced.
Q4. Attachment A, Section 1, page 21 of 34 - The minimum technical requirements point iv states that the Plexiglas
for the floor should be 4", should this not be 2"? With a 2 inch thick Plexiglas (GS Acrylic) the deflection with a load
of 5000 N/mm² (5 persons) would be acceptable and even with a load of 30000 N/mm² GS Acrylic would not be
damaged or cause danger to persons in the Cave. A 2 inch thick GS Acrylic floor plate would provide the necessary
safety factor is lighter, cost less and is easier to handle.
A4. If a 2 inch floor is appropriate and meets standards that is acceptable.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
Amendment 1
PROPOSAL NO.: 10-5255
Notes on Teleconference
Notes on RFP 10-5255 LEL CAVE Teleconference
Opening Remarks: By 12/2/10, University would like to have a demo of the CAVE available when the building opens
to the public. Project does not have to be complete at that time.
Procurement is for hardware, software, design and installation services, and maintenance.
Q1. How is the building schedule progressing?
A1. The building is expected to open December 2, 2010. At this time, the building is on schedule.
Q2. What is the maximum clearance?
A2. Maximum height clearance is 18’10.5”, however at one point the clearance is 15'1-1/2" to 13'-10" where a gravity pipe passes
through the space (see attached diagram). There is drop space on the southeast corner by Orchard and Johnson Streets that
could be accessed at any time. Cost to access via drop space should be included in the cost proposal.
Q3. When can the contractor start work?
A3. Approximately Mid-September 2010. Access to the site for field verification can be earlier.
Q4. When is the space dust free with HVAC on?
A4. Approximately Mid-September 2010
Q5. Can floor space be adjusted or cut into?
A5. No.
Q6. What is the vibration load?
A6. 2,000 micro inches per second.
Q7. Is there fiber to the CAVE?
A7. There is server space within 25’ of the CAVE. Anything in the room must be in the proposal. Please be clear on the technical
requirements for the proposed system in your response.
Q8. What is the duct capacity?
A8. There is sufficient capacity for 24 500 watt projectors.
Q9. Who is responsible for running the power where it needs to be in the room?
A9. Power would need to be taken from the panel to the appropriate spots and must be part of the installation cost. The panel is a
208V, single phase, 84 pole, 225Amp capacity. Twenty Four (24) 20 Amp/208V breakers are included with the panel.
Q10. What level of communications is needed between the Lab and the CAVE?
A10. We want to be able to display in the Lab what is going on in the CAVE for the purposes of observation. Essentially, 2-way
video conferencing between the Lab and the CAVE. Tracking is needed in the CAVE (not coordinates) but not the Lab.
Q11 Is there a Lutron lighting control system?
A11. There is a Lutron lighting control system for the track lights (fixture tyoe A11) in the Simulation cave. See the attached
Drawings EL100.1, E601 and E610 describing the system.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 10-5255
Amendment 1
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 10-5255
Amendment 1