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Public Higher Education Bulletin

Northern Illinois University
Bid #20730BML

Invitation for Bid: Audio/Visual Systems and Installation

Award Info
Published Monday April 8, 2002
Awarded to:
Vendor:  MCSI
Amount:  $1,027,604
Terms:   One-time transaction
Number of Unsuccessful, Responsive Bidders: 5
The University award process may be delayed up to thirty days as this award goes through a state approval process.
First published Friday February 15, 2002
Sealed bids will be accepted at the address below until 1:30 PM, Tuesday March 12, 2002:
Lowden Hall, Room 107
Northern Illinois University
DeKalb, IL 60115-2870

for audio/visual systems and installation for Barsema Hall. Northern Illinois University is requesting a single vendor (with or without subcontractors) to provide, deliver, install, and complete, a working turnkey Audio/Visual System and Installation package for NIU's Barsema Hall, Garden Road, DeKalb, IL 60115 per the bid specifications, drawings, and prints. Price is to include all shipping costs, and any other costs related to providing such a turnkey system and installation. The vendor will be responsible for receiving all merchandise related to this bid and will provide complete installation, testing, documentation, and training in accordance with this bid and its specifications. Bidders must be located within a 150-mile radius of DeKalb, IL 60115 and must provide the availability of a service/maintenance/support provider which also must be located within a 150-mile radius of DeKalb, IL 60115.

There will be two phases for the audio-visual systems and installation in this project. Bidders must bid on both phases in order to be qualified:

Phase 1 of this project will need to be installed prior to August 2002. Phase 2 will not be installed until the December 2002 holiday break and will have a separate purchase order issued in Fall of 2002; therefore, prices must be held firm for 6 months after the bid opening date. In case Phase 2 is delayed, for every month after the initial 6-month fixed-price period, vendors must indicate in their bid response what their percentage-of-increase is (if any) for each month after the 6-month period.

Phase 1 of this project encompasses 11 general classrooms, 2 tiered classrooms, 1 auditorium, 5 conference rooms plus 2 tech carts, directory kiosks and messaging system, a central control room and RF distribution system.

Phase 2 of this project encompasses 6 standard classrooms, 3 L-shaped standard classrooms, 4 computer labs, 1 video-conference room, 1 U-shaped classroom, and 1 management communication lab.

The University has the right to purchase any number or individual quantities of subsystems based on need. No guarantees are given that any merchandise/services, in any quantities, will be ordered.

Delivery and installation (plus documentation, testing, and training) are to be included in all pricing. The vendor/contractor shall receive and accept bid-related equipment from the transportation company or carrier and shall provide all handling, draying, etc., to the final location in the building (i.e., all project-related merchandise/equipment is to be delivered directly to the vendor/contractor, and the vendor/contractor is to bring to, install, and test at NIU Barsema Hall, Garden Road, DeKalb, IL 60115). No merchandise is to be direct delivered to NIU Central Receiving or Barsema Hall. The vendor is to receive all merchandise and is to bring the merchandise to/install at Barsema Hall.

The vendor/bidder is also responsible for all merchandise until it reaches NIU Barsema Hall and is installed and thoroughly tested by the vendor, and until the entire AV project is approved by NIU. Crating material and other trash resulting from the installation shall be removed from the premises daily by vendor/contractor. Excelsior and similar hazardous trash shall be removed immediately upon uncrating. No accumulation of trash will be permitted. Vendor/installer must provide its own containers for disposal of all waste.

The vendor/contractor shall be held responsible for the condition of all adjacent property, specifically walls, floors, doors, etc. during the project. All property subject to damage shall be carefully covered and protected at all times. At the completion of the project, all such property shall be left in as satisfactory condition as existed prior to the contract. Also, the contractor's property is his responsibility, and NIU will not be responsible for any damage or theft of such property.

Anticipated Project Schedule for Phase 1
February 28, 2002: Mandatory walk-through meeting at site at Barsema Hall on Garden Road at 1:30pm. Meet in Pepper Construction Trailer. This is a hard-hat environment. Please bring your hard hat or you will not be admitted.

March 12, 2002: Bid opening due date, 1:30 P.M. Local Time.
April 1, 2002: Contract completion and begin cabling installation
May 15, 2002: Begin installation of equipment at facility (Phase 1)
August 1, 2002: Completed installation of Phase 1

Anticipated Project Schedule for Phase 2
February 28, 2002: Mandatory walk-through meeting at site (as stated above).
March 12, 2002: Bid opening due date, 1:30 P.M. local time
September 2002: Possible contract
December 15, 2002: Begin installation of Phase 2
January 13, 2003: Complete installation of Phase 2

The University has gone to great time and expense in determining and developing the audio-visual system designs, plans, and specifications for this bid and the Barsema Hall facility. Therefore, it is requested that the individual products/services in this bid should only be quoted as specified and should be the only products quoted (unless a product has been discontinued and there is a direct manufacturer's replacement product). The reasons the University is requesting no alternates or substitutes are because of the time and expense invested in determining overall project needs and developing system designs and specifications. Additional reasons include product compatibility, system design/interfacing, interchangeability of products in the event of product failure, standardization of machines and equipment in a multiple room and systems environment, keeping the inventory of spare machines and parts to a minimum, and future systems installation/expansion/upgrade concerns. This request for no substitutions or alternates, however, is in no way meant to be exclusionary.

Appropriate insurance will be required from the successful vendor, and a payment and performance bond may be required.

Any vendor interested in this bid MUST have conversation with the buyer, Brent MacLeod at 815/753-1676 before bid documents will be released. Vendors must attend pre-bid walk-through meeting to qualify.

A mandatory walk-through meeting will be held February 28, 20002 at site at Barsema Hall on Garden Road at 1:30 p.m. Meet in Pepper Construction Trailer. This is a hard-hat environment. Please bring your hard hat or you will not be admitted. Vendors must attend pre-bid meeting to qualify.

There is an Addendum #1 to Bid #20730BML that will be distributed to vendors at the mandatory pre-bid Walk Through Meeting at NIU's Barsema Hall on Garden Road on Thursday, February 28, 2002 at 1:30 P.M. local time. If anyone has any questions about Addendum #1 they must contact the buyer, Brent MacLeod, at phone: (815)-753-1676 or fax: (815)-753-6800.

An Addendum #2 has been issued for Bid #20730BML to clarify certain specifications and to request alternate pricing for CAT-6 homerun cabling connections. If anyone has any questions about Addendum #2, please contact the buyer, Brent MacLeod, at phone: (815)-753-1676 or fax: (815)-753-6800.

(Submitted by Kathe Shinham, State Purchasing Officer.)

For additional information, contact:
Brent MacLeod
Phone: (815) 753-1676

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