Example of RFP

NYU Hospitals Center

FEMA CAP Grant MSB Library Ground and 1st Floor Request for Proposal

May 1, 2015

Presented by: NYU Hospitals Center

5/7/18 MSB Library Build Out 1 of 10 [Type text] [Type text] [Type text]

Table of Contents

[Type text] [Type text] [Type text] NYU Hospitals Center 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

(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

2. RFP Overview

Introduction

5/7/18 MSB Library Build Out 3 of 10 [Type text] [Type text] [Type text] 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 May 1,2015 Additional Questions due May 7, 2015 12:00 PM EST Answer to Vendors Due May 9, 2015 12:00 PM EST Proposal due May 14, 2015 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.

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: [email protected]

Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to [email protected] 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

[Type text] [Type text] [Type text] NYU Hospitals Center 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

(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

5/7/18 MSB Library Build Out 5 of 10 [Type text] [Type text] [Type text] (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.

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

[Type text] [Type text] [Type text] NYU Hospitals Center 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

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 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

5/7/18 MSB Library Build Out 7 of 10 [Type text] [Type text] [Type text]

(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:

 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.

C. Site Tour Survey

1. A site tour will be held with Sharon Hanley A/V Group PM and the winning bidder once selected

D. Project Timeline:

Milestones Date(s) Integrator Awarded May 2015 Equipment Lead Time July 2015 Equipment Delivery Sept 2015 Cabling Oct 2015 Terminations Nov 2015 Programming 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

1. All inquiries regarding this RFP must be submitted via email to [email protected]. Inquiries and questions will be accepted through May 7, 2015 12 PM. 2. 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). 3. Proposers must acknowledge receipt of addenda and include it with their submission. [Type text] [Type text] [Type text] NYU Hospitals Center

4. Proposers should not rely on any representations or statements of clarifications not made in either this RFP or a formal addendum. 5. NYULMC and SOM reserve the right to waive minor informalities in proposal submissions.

11. 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 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:

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

5/7/18 MSB Library Build Out 9 of 10 [Type text] [Type text] [Type text] 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.

15. 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.

16. 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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