Miami-Dade County Public Schools
Procurement Management Services

Questions and Answers for bid: 011-HH11
(21)

Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Installation 
Question : Under "Special Conditions" page SC 5 paragraph 24 addresses product installation. We are an authorized distributor of several product lines listed in the bid. However, we do not install equipment. Will our bid submission be disqualified if we do not offer installation? 
Answer : No, your bid submission will not be disqualified. This bid includes installation on an "as needed" basis. There will be items that are ordered to ship to schools for immediate use or for installation by school staff. Please go ahead and submit your bid accordingly.  
Date Posted : 3/19/2008 10:05:14 AM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Photo Identification Systems and Equipment 
Question : I was reviewing the bid and I did not see any specifications regarding photo identification card printers, Id badge software, Id supplies, or maintenance. In my experience most photo identification card system Bids have specifications on the type of equipment and maintenance that is required. After reviewing the Bid, my understanding is that we must provide the discount on our supplies and equipment? I wanted to verify this with you before proceeding. 
Answer : At this moment all identification systems and equipment will be purchased via this bid (011-HH11). A category specific bid for identification systems and equipment is in the creation phase for future bid posting. 
Date Posted : 3/19/2008 10:14:31 AM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Installation Bidding 
Question : For this bid on the Audio Visual, can a bidder bid on installation only if they don’t want to supply product or is it an all or none thing? 
Answer : Yes, if bidder meets all installation requirements on the bid. 
Date Posted : 3/19/2008 4:18:41 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Bid Proposal Form - Zero or No Bid 
Question : The bid states that you will not allow ZERO discounts. If we do not carry a particular product line, but carry many of the others how do we fill in the manufacturers we do not carry? Do we fill in the form as a NO BID or leave that particular manufacturer blank? 
Answer : Vendors may fill in NO BID for the brand(s) they do not carry or they do not wish to submit a proposal for.  
Date Posted : 3/20/2008 1:20:31 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Sony 
Question : There are some products within a group that have different costs based on a percentage off of list price. Sony Pro, within Sony Pro there is equipment and display. Display items have a higher percentage of discount than Sony hardware such as camera’s. Sony projectors have a three year warranty from the factory, where a camcorder only has one year. 
Answer : Sony is divided into 4 categories: Sony General Supplies, Sony General Equipment, Sony Professional Supplies and Sony Professional Equipment. Please submit your bid accordingly. 
Date Posted : 3/20/2008 1:29:41 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Low Voltage Sub-Contractors 
Question : Can I provide you with the name, address, telephone number and license number for a licensed electrician that will perform any of my low voltage work? 
Answer : Yes, but MDCPS will only contract with the awarded vendor. 
Date Posted : 3/20/2008 1:32:05 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Warranty 
Question : If the manufacturer’s warranty is only one year or less, will you accept a third party extended warranty (N.E.W., Mack, Warrentech, etc.) factored into the cost to give you the full three years 
Answer : Yes, this will be accepted. 
Date Posted : 3/20/2008 1:39:57 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Installation 
Question : 1. Per Section 24 – “Installation” of the special conditions of this bid, will installation be looked upon as a separate item? 2. Will a particular vendor become the primary vendor for all installations and training irrespective of the primary vendor for the supplies and equipment that was purchased for a particular order? 3. If the awarded vendor for the projector and screen is different from the awarded vendor for the ceiling mounts and speakers. Who will be awarded installation? 4. If separate, how will the coordination on this occur?  
Answer : 1. No 2. No 3. If installation is required, the awarded vendor may also be awarded the installation for those items. 4.The vendors will be responsible for coordinating the installations with the requesting school or department.  
Date Posted : 3/20/2008 1:45:12 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Warranty 
Question : 1. Per Section 25 – “Warranty” of the Special Conditions – The warranty requirements are for Parts and Labor, similar to Manufacturer warranty. Manufacturer warranty only considered direct labor for the repair of the unit (repair time), this does not includes the labor related to uninstall and re-install of the equipment to be repaired, and does not include shipping and handling of the equipment. Will MDCPS consider the labor related to the physical uninstall / re-install as a billable labor? 2. Will MDCPS consider the re-programming labor as a result of a repair as a billable labor?  
Answer : 1. The installing company will be responsible for uninstalling and reinstalling any equipment that needs to be repaired under warranty. 2. No.  
Date Posted : 3/20/2008 1:48:45 PM 
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Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Prices 
Question : Per Section 3 – “Prices”of the Special Conditions. There is certain equipment that although they list under $1000 (Projectors) are classified as supplies per the Bid requirements. If all items are going to be lumped into supplies because their list price is under $1000 then that creates conflict as to the level of discount being offered to supplies category as it includes both Equipment and Supplies. How can we make a differentiation between the two?  
Answer : Please refer to addendum.  
Date Posted : 3/20/2008 4:26:58 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Installation 
Question : Installation in many cases will require the use of materials like cables, power, conduits, connectors, use of lifters…etc... The cost for the material will vary on a case by case basis depending on the location, equipment and other variables. How will the bidder be able to incorporate these charges in jobs moving forward?  
Answer : Please refer to addendum. 
Date Posted : 3/20/2008 4:30:34 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Installation 
Question : Installation – The cost for installation varies from project to project. In some instances, with certain product lines, programming is needed. The level of programming is usually at a different rate from the Install rate. How should this be reflected on the bid?  
Answer : Please refer to addendum. 
Date Posted : 3/20/2008 4:33:03 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Manufacturer Certification 
Question : If a purchase a specific line of product from an authorized distributor instead of a manufacturer, will you accept a letter from that distributor?  
Answer : Please refer to addendum.  
Date Posted : 3/20/2008 4:35:49 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 3/27/2008
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Manufacturer Certification 
Question : In reference to Section 19 – “Manufacturer Certification” of the special conditions of this bid, there are a number of manufacturers that do not have certification requirements for resell of their products as the products are considered to be open market. How will this be taken into consideration in this bid?  
Answer : Please refer to addendum. 
Date Posted : 3/20/2008 4:37:15 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Sole Source Vendors 
Question : Promethean is a sole source vendor for Promethean products sold to Miami-Dade Public Schools, therefore we will be the only respondent for both Promethean Supplies and Promethean Equipment.  
Answer : If Promethean is going to sell their products directly to M-DCPS then Promethean should be the only responding vendor to that line item, but if Promethean products will be sold by various other resellers and/or installers then these companies should submit a bid for Promethean products themselves. 
Date Posted : 3/26/2008 2:24:36 PM 
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Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Intent of Bid 
Question : Please clarify if the bid will serve as a point of comparison for different vendors (e.g. Promethean versus Interwrite versus Smart), or if the intent is to compare only those vendors who are bidding on the same brand/manufacturer (e.g. Reseller 1 offering Sanyo versus Reseller 2 offering Sanyo).  
Answer : The intent of the bid is to select a Primary and an Alternate vendor per manufacturer, as per Special Conditions 2, Paragraph 2. 
Date Posted : 3/26/2008 2:26:10 PM 
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Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Prices 
Question : Addendum 1 Special Conditions had a correction to #3 Prices and on the Bid Proposal Form a revision of Definition of Supplies and Equipment that is ambiguous to us and creates confusion as to how to bid. How can we determine a discount percentage to offer for Supplies or Equipment where the definition now contains the words "whose net price is usually under $1,000.00" or "usually $1,000.00 and over? Can the word "usually" be deleted or clarified  
Answer : The word “usually” has been used to clarify that there may be some instances where the price of a supply may be above $1,000 and where the price of equipment may be under $1,000. This is the case of projectors that being a piece of equipment one can find a range under and above $1,000. 
Date Posted : 3/31/2008 3:13:54 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Prices 
Question : The definition for Equipment was also revised so it includes "a single item, group or combination of items..." How can we determine a discount percentage to offer for Supplies or Equipment with such wording, where for example items under $1,000.00 may have less margin and be discounted less (example 10%) than Equipment $1,000.00 up (example 25%) but with your definition 10% discounted Supplies items could be ordered in multiples or grouped to exceed $1,000 where you would then call them Equipment and expect to take 25% discount off of these Supplies items that do not have enough margin to have been discounted by 25%?  
Answer : A group or combination of items refers to packages where various pieces of equipment are grouped together to work in conjunction with one another as a system.  
Date Posted : 3/31/2008 3:15:40 PM 
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Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions - Award 
Question : There have been problems with some past bids having "multiple awardees" which does not comply with Florida statutes or Board of Education rules. Could the bid language be revised to have the Award to the lowest and best bidder, and the next lowest bidder listed as a "Standby" Awardee, to be called upon to step up to the position of an Awardee only if the Awardee were found to be in default? Making the initial Award to 2, a primary and an alternate, appears to defeat the requirements of competivive bidding to a single low bid. Is that correct? 
Answer : Please refer to Special Conditions #2 Award for clarification on the definition of Alternate vendor and the conditions that must exist for them to become a Primary vendor. 
Date Posted : 3/31/2008 3:20:09 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions – Award 
Question : The second paragraph indicates that there may be standardization. It is important to know if this bid will in any way affect a decision to standardize on a particular brand of interactive whiteboard, learner response device, etc. 
Answer : At this moment this bid will not affect a decision to standardize. If a decision of this sort is to be made for MDCPS then it will be conducted by the appropriate departments and committees. 
Date Posted : 4/1/2008 3:23:30 PM 
Attachment :

Bid Number : 011-HH11  Opening Date : 4/4/08
Bid Title : Audio Visual, Television, Photographic and Miscell 
Buyer : Vanessa Gomez 
Subject : Special Conditions – Certification 
Question : Will 29 Bid Submittals wording be harmonized with the Correction to 19 Manufacturer Certification as they read differently now?  
Answer : Addendum 1 automatically changes Special Condition 19 and 29, however if vendors wish to have the word Manufacturer removed from Special Condition 29 vendors should advise.  
Date Posted : 4/1/2008 3:25:59 PM 
Attachment :

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