AV Service Equipment as needed

04 April 2024 AV Service Equipment as needed The Board of Regents of the University of Oklahoma invites interested Audio Visual Technology providers to submit Proposals to establish University wide contract(s) for Audio / visual technology. 04 April 2024 Released 3/7/2024 12:00 AM CST Type RFP - Request For Proposal Open 3/8/2024 12:00 AM CST Number RFP-2024-132 Close 4/26/2024 2:00 PM CDT Currency US Dollar Sealed Until 4/26/2024 2:00 PM CDT Payment Terms 0% 45, Net 45 04 April 2024 Contacts Cindy Conley Cynthia-D-Conley@ouhsc.edu Phone +1 405-271-8001 ext. 44476 04 April 2024 Commodity Codes None Added 04 April 202404 April 202404 April 202404 April 202404 April 202404 April 202404 April 202404 April 2024 mailto:Cynthia-D-Conley@ouhsc.edu Time Zone CDT/CST - Central Standard Time (America/Chicago) Release Date 3/7/2024 12:00:00 AM Open Date Required

3/8/2024 12:00:00 AM Questions due from Suppliers 4/05/24 2:00PM Close Date Required 4/26/2024 2:00:00 PM Overview of the Situation The Board of Regents of the University of Oklahoma invites interested Audio Visual Technology providers to submit Proposals to establish University wide contract(s) with qualified and established Audio-Visual Technology resellers and integrators for the design; acquisition; installation; implementation and training; and ongoing support of Audio-Visual technologies. Providing and maintaining superior levels of service are paramount. Proposals for product, maintenance and installation services are critical elements of this specification. Please be concise and creative in articulating your response. Goals OU intends to select and implement a solution that will provide: OU IT BUSINESS REQUIREMENTS Suppliers must provide electronic invoices and payment confirmations. PDF format via email to itboap@ou.edu is the preferred method of delivery. A supplier must have an account manager for the University account. Supplier must notify OU IT management of account team changes and provide contact information for new representatives within three (3) business days of the change. For the duration of the award, S u p p l i e r must provide budgetary estimates within t h r e e ( 3 ) business day unless another timeline is mutually agreed upon in advance. For the duration of the award, Supplier must provide formal pricing within five (5) business days unless another timeline is mutually agreed upon in advance. Supplier will provide delivery timelines for all quoted hardware and notify OU IT of any supply concerns prior to accepting an order. Description mailto:itboap@ou.edu%20 Availability of hardware must be confirmed prior to acceptance of Purchase Order. It is the Supplier’s responsibility to meet all communicated delivery deadlines after a PO is accepted. If delivery deadlines are significantly impacted, Supplier will collaborate with OU IT to identify alternate suppliers or hardware. OFFERINGS Hardware/Software Sales The reseller selected will provide the University of Oklahoma’s departments and entities with the following: Audio/Video solutions that includes but is not limited to hardware and software related to instructional technologies and collaboration, such as presentation systems, video conferencing, projectors, displays, cameras, document cameras, audio devices, media players, and digital signage. Assistive audio/video technology submissions are also encouraged. System Design – Gather audio/video system requirements, design system to meet requirements, present recommended designs to stakeholders. Incorporate feedback/changes, if requested. Supplier must be familiar with OU IT’s classroom standards (attached in attachment section of the event) and enterprise platforms; including but not limited to Crestron equipment and Zoom. No phone systems or handsets are included in this contract. Installation and Training Services The reseller selected will provide the University of Oklahoma’s departments and entities with, at a minimum, the following: Pre-Installation – Notify campus stakeholders. Suppliers are not allowed on-site without prior authorization. If requested, suppliers meet with OU staff on-site before beginning installation to answer questions and discuss project details. Installation – Installation of all required hardware/software components and supporting infrastructure, following safety standards, and meeting project requirements to the satisfaction of the customer. Post-Installation – Transfer to OU IT all system code, drawings, diagrams, and other technical information. Post-Installation – Q/A process for system functionality, review of system with customer, clean up and disposal of trash/materials, and other project closeout processes communicated by the customer. Training – user training of installed hardware/software products. Maintenance The contractor selected will provide the University of Oklahoma’s departments and entities with requested maintenance on existing and future purchased audio/video hardware/software products and supporting infrastructure. The contractor is expected to be able to support most major brands of audio/video hardware/software products. Support Location(s) It is preferred that the supplier have a business presence in the State of Oklahoma sufficient to provide the level of required support for the resulting contract(s). Close Date Required Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 04 April 202404 April 202404 April 202404 April 202404 April 202404 April 202404 April 2024 Buyer Attachments 1. 01 Solicitation instructions 2023.11.10.pdf 2. 02 Solicitation Rules of Usage and Definitions 2023.11.10.pdf 3. 03 Solicitation Evaluation 2023.11.10.pdf 4. University of Oklahoma Solicitation Insurance Requirements 2023.12.14.pdf 5. 05 Solicitation General Terms and Conditions 2023.11.10.pdf 6. 06 Contract Governance 2023.11.10.pdf 7. Pricing..docx 8. Classroom standards.pdf 04 April 202404 April 202404 April 202404 April 202404 April 202404 April 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MjYzMjczODYwMSBTb2xpY2l0YXRpb24gaW5zdHJ1Y3Rpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MjYzMjc3MjUwMiBTb2xpY2l0YXRpb24gUnVsZXMgb2YgVXNhZ2UgYW5kIERlZmluaXRpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MjYzMjc2NzcwMyBTb2xpY2l0YXRpb24gRXZhbHVhdGlvbiAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MzU4NzcyNTFVbml2ZXJzaXR5IG9mIE9rbGFob21hIFNvbGljaXRhdGlvbiBJbnN1cmFuY2UgUmVxdWlyZW1lbnRzIDIwMjMuMTIuMTQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MjYzMjcyMzQwNSBTb2xpY2l0YXRpb24gR2VuZXJhbCBUZXJtcyBhbmQgQ29uZGl0aW9ucyAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1MjYzMjgzMDAwNiBDb250cmFjdCBHb3Zlcm5hbmNlIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1ODAwNzQ0MjVQcmljaW5nLi5kb2N4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA0LTE1ODIzNDY1MzBDbGFzc3Jvb20gc3RhbmRhcmRzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: General Questions Instructions: 1.1 Provide a brief overview of your organization, including its size and experience in the industry. 1.2 How many years of experience does your organization have in providing the specific goods/services outlined in this Solicitation? 1.3 Provide a summary of similar projects or contracts you have successfully completed. 1.4 Can you identify any potential challenges or risks associated with the project and propose mitigation strategies? 1.5 Do you have the necessary resources, including equipment, infrastructure, and personnel, to fulfill the requirements of this project? 1.6 Are there any competing commitments that might affect your ability to deliver the goods or services on time? 1.7 Have you entered any contracts with the Board of Regents of the University of Oklahoma in the past twelve (12) months? 1.8 If "yes," please identify the contract, dates of performance, and University contact. 1.9 Describe how you plan to ensure effective communication and collaboration with our team throughout the project. 1.10 Provide five (5) references from projects of similar size and scope in the attached document. Group 2: Solicitation Specific Questions Instructions: 2.1 Do you have an account manager for the University account? 2.2 Please describe your experience and qualifications relevant to Audio-Visual technologies. Include any certifications, training or specialized skills that make you a suitable candidate for this opportunity. 2.3 Are you familiar with OU IT’s classroom standards and enterprise platforms? Group 3: General Terms & Conditions Instructions: 3.1 Please review the General Terms & Conditions for this Solicitation. If you have any comments or questions, please use the track changes and comment features in this Word document and upload it here. Submittal of questions or comments does not bind the University. Group 4: Certifications Instructions: 4.1 I have reviewed the attached Instructions. I understand that (i) compliance with the Instructions is material to determining whether my Bid is responsive and (ii) any failure to the University Contact of an ambiguity, conflict, discrepancy, omission, or other error in the Solicitation that is known to the me, or that reasonably should be known to the me, shall not entitle me to any compensation, relief, or time by reason of error or its later correction. 4.2 CERTIFICATION REGARDING DEBAREMENT - Bidder certifies that neither it, its principles, nor Supplier Parties performing services arising from this Solicitation or resulting Contract or Contract Documents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions (defined as not being eligible to receive federal funds) by any Governmental Authority. 4.3 CERTIFICATION REGARDING CONFLICTS OF INTEREST - Bidder certifies that neither the Bidder nor a Bidder Party (i) paid, gave, or donated or agreed to pay, give, or donate to any University Party (including their family members) or employee or elected officer of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring the Solicitation or resulting Contract or (ii) improperly exerted or attempted to influence any University Party involved in this Solicitation or who has authority over any decision involving this Solicitation to breach, circumvent, evade, or avoid any Law or University policy or process. Bidder also certifies that no person who has been involved in the development of this Solicitation or resulting Contract while employed by the University or the State of Oklahoma shall be employed by the Bidder to fulfill any of the services provided for under said Contract. 04 April 202404 April 202404 April 202404 April 202404 April 2024 4.4 CERTIFICATION OF COMPETITIVE BID AND CONTRACT (Non-Collusion Certification) - Bidder certifies that neither it nor anyone subject to the Bidder’s direction or control, including Bidder Parties, has been a party to (i) any collusion among Bidders or Suppliers in restraint of freedom of competition by agreement to bid or contract at a fixed price or to refrain from bidding or contracting, (ii) any collusion with any University or state official or employee as to the quantity, quality or price in the prospective contract, or as to any other terms of the prospective contract, nor, (iii) any discussions between Bidders or Suppliers and any University or state official or employee concerning the exchange of money or other things of value for special consideration in connection with the prospective contract. 4.5 Are you exempt from the Workers’ Compensation Act? 4.6 Attach a signed statement that provides specific details supporting the exemption you are claiming from the Workers’ Compensation Act. (Note: Pursuant to Attorney General Opinion #07-8, the exemption from 85 O.S. 2011, § 311 applies only to employers who are natural persons, such as sole proprietors, and does not apply to employers who are entities created by law, including but not limited to corporations, partnerships, and limited liability companies.) 4.7 Please complete and upload the attached Attestation. Group 5: Pricing Instructions: 5.1 Please fill out the attached pricing form. 04 April 202404 April 202404 April 202404 April 202404 April 2024 Product Line Items Product Line Items There are no Items added to this event. 04 April 202404 April 202404 April 202404 April 2024 Service Line Items Service Line Items There are no Items added to this event. 04 April 202404 April 202404 April 2024