Purchasing Services | University of Wisconsin

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CREATION OF A REMOTELY OPERATED, SELF-CONTAINED HD TELEVISION STUDIO SYSTEM

(contract last updated 09/23/2011)

SCOPE: Contract for the Department of University Communications for a remotely operated, self-contained HD television studio system that enables live and recorded interviews and other broadcasts to all international or national television networks and local TV stations. The broadcast quality of the system must be consistent with that used by major television networks such as ABC, NBC, CBS, CBC, CNBC, BBC, Fox, etc.

CONTRACT #

DESCRIPTION

12-5371

CREATION OF A REMOTELY OPERATED, SELF-CONTAINED HD TELEVISION STUDIO SYSTEM

CONTRACT ORIGIN:

ADDITIONAL INFORMATION:

UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218

UW-Madison users contact:
Susanne Matschull
(608) 262-3198 / FAX (608) 262-4467
smatschull@bussvc.wisc.edu

Non-UW-Madison users contact: Vendor Representative

COOPERATIVE PURCHASING:

YES

CONTRACT TERM:

October 1, 2011 through September 30, 2012, with automatic renewal extensions to September 30, 2014, unless amended, cancelled or rebid.

Vendor(s)

137251
Videolink Inc
1230 Washington St
Newton MA 02465

Sales Representative:	PHONE #	FAX #
Ted Wayman	617-340-4206	617-340-4201
E-mail ted.wayman@videolink.tv
	PHONE #	FAX #
Ordering/Expediting:	800-323-9100	847-938-7539
Invoice Information:	800-323-9100	847-938-7539
Returns:	800-323-9100	847-938-7539
Supplier Diversity Reporting:	847-936-6914	847-938-5706
Website: www.videolink.tv

Commodity Code

803-82
840-10
840-24
840-69
915-15

F.O.B.

“I” F.O.B. DESTINATION FREIGHT PREPAID INCLUDED AND INSTALLED
“V” F.O.B. SERVICE/MAINTENANCE

Terms:

N/30

Delivery:

days ARO

Invoicing:

Invoices shall reflect contract pricing.

Warranty:

1 year on all items

For a period of one year after Final Acceptance of the Equipment (the “Warranty Period”), VideoLink will replace at no cost to Customer, any part or Equipment that is or becomes defective. If VideoLink is required to travel for such a warranty repair, VideoLink will pay all time, travel and shipping costs. This warranty does not apply to any Equipment damage caused by shipping, improper storage, accident, problems with electrical power, abuse, misuse, neglect, ordinary wear, acts of God (e.g. flood), failure to follow directions, improper maintenance performed by non-VideoLink personnel, use not in accordance with product instructions, unauthorized modification or service of the Equipment or damage resulting from the use of the Equipment with hardware, software or other products not provided by or specifically recommended by VideoLink. In no event shall VideoLink’s liability to Customer under this Agreement and the ReadyCam® Maintenance, Software and Transmission Services Agreement, exceed all amounts paid by Customer to VideoLink. Neither party shall be liable to the other for any special, indirect, consequential or incidental damages arising out of or related to this Agreement, however caused and on any theory of liability.

After the Warranty Period, repairs and the replacement of defective Equipment, not covered by VideoLink’s obligations described in the above paragraph, VideoLink will provide Customer with a written price quotation for the costs of said repairs and replacements. Upon VideoLink’s receipt of Customer’s written approval of the price quotation, VideoLink will promptly begin to take steps to repair or replace the defective Equipment. Customer will be invoiced term Net 30.

POST-WARRANTY REPAIRS AND REPLACEMENTS:
VideoLink will charge Customer for necessary labor at the rate and all travel expenses.

Post-Warranty Repairs and Replacements, which have been approved by Customer but cannot be performed by VideoLink within 15 days of such Customer approval due to equipment unavailability, VideoLink will offer Customer comparable equipment for rental (“Rentals”) to the extent available until said repairs/replacements can be executed. VideoLink will provide written price quotations of the cost for said Rentals. Upon VideoLink’s receipt of Customer’s written approval, VideoLink will deliver and install said rental equipment within 10 business days pending the availability of the equipment. The Labor Rate and travel expenses will be in effect for rental equipment installation.

Return Policy:

Customer may terminate this Agreement, without cause, prior to the scheduled installation date by informing VideoLink of such termination in writing at least 10 days prior to the scheduled installation date. Upon such termination, VideoLink shall return the payments previously paid by Customer, except that VideoLink may retain (i) a termination fee of $5,000.00, (ii) a restocking fee equal to 15% of the cost of the equipment set forth, (iii) an amount equal to any expenses or costs incurred by VideoLink on the project for which VideoLink can not obtain a full refund, including but not limited to , travel expenses, unreturnable equipment, restocking fees above 15% is charged by VideoLink’s vendor, and (iv) all applicable shipping expenses to return the equipment to VideoLink if such equipment had been shipped prior to notice of termination.

Orders:

E-mail, Fax, Mail

Back Orders:

Will notify ordering department within 48 hours of order/release.

Pricing Information:

SEE BELOW

ITEM	DESCRIPTION	UNIT PRICE
1.	Creation of a Remotely Operated, Self-contained HD Television Studio System	$74,500.00
2.	Annual Service Contract	$4,200.00
3.	Electronic Backdrop	$5,500.00
4.	Teleprompter System	$4,250.00
4a.1	Shipping	$2,200.00

		HOURLY COST
	PROFESSIONAL SERVICES
5.	Consulting Services	$100.00
6.	Design Services	$100.00
7.	Site Survey	inc. in equipment price
8.	Project Management Services	inc. in equipment price

SPECIFICATIONS

i.	Remotely Operated, Self-Contained HD Television Studio System Specifications
1.	Contractor will create a remotely-operated television studio that enables live and recorded interviews and other broadcasts to international or national television networks and local TV stations.
2.	This studio camera must be a high-definition with a 16:9 lens. The camera must be able to zoom pan & tilt and SDI (serial digital interface) digital transmission system capable of delivering either standard-definition or high-definition feeds over 270M digital circuits, TV-1 analog circuits or broadband IP connections such as the internet and Internet2.
3.	Contractor will provide a complete system including all necessary video, audio and lighting components suitable for professionally conducted broadcast media interviews, including chair, make-up kit, earpiece and microphone for interactive interviews.
4.	Studio must have an electric backdrop option to allow UW-Madison the ability to modify backdrop for branding specific schools or colleges.
5.	Studio must have teleprompter as an optional addition in-line with camera for recording in house projects.
6.	System must have capability for recording & storing video for later use.
7.	Contractor must have ability to configure and operate the television studio remotely for a variety of other purposes including but not exclusive to: satellite media tours and media interviews/news conferences with national and regional television stations.
8.	Contractor must have the capability to configure and operate the television studio for webcasting live or on demand, including web interviews, remote conference and seminar attendance, videoconferencing, media training and distance learning capability.
9.	Contractor must provide consulting and design services and a site survey to provide recommendations for preparing the studio within the existing facility and provide an outline with all pre-existing requirements including size, soundproofing, fiber circuits, audio and video cables, electrical circuits and power requirements, lighting, analog extensions, phone connections and seating.
10.	Contractor must also provide a detailed proposed room layout that outlines all equipment and placement – including whether the camera is mounted on a wall, a robotic tripod or mounted on the ceiling. Contractor must provide detailed recommendations for room preparation, staff training and ongoing expert/technical support.
11.	The broadcast quality of the system must be consistent with that used by major television networks such as ABC, NBC, CBS, CBC, CNN, CNBC, BBC, FOX, etc.
12.			Contractor must be able to provide a separate service contract with: 24/7/365 telephone tech support, have the ability to do daily remote system checks and provide periodic on-site technician visits from supplier.
13.			Contractor will include an itemized list of all system equipment including lighting, camera, remote-controlled pan/tilt system, audio, TV/VCR/DVD, connectors/hardware, teleprompter system etc.
14.			Company must certify that it maintains sufficient inventory of all necessary components at all times should replacement be needed on an emergency basis.
15.			Contractor must be able to operate facility remotely to accommodate client’s requirements, from multiple locations in the event of power outages or weather events. Contractor must be available to provide service at all times, regardless of services provided simultaneously to other clients.
16.			Contractor must provide remote operation must that includes a “hotline” for television station or network representatives to telephone to facilitate the interview.
17.			Contractor must provide remote operation that includes an operator available 24/7 to handle the interview project and book it.
18.			Contractor must provide remote operation must that includes the ability to operate all studio equipment required for interview.
19.		Contractor must provide remote operation must that includes the ability to set-up camera, including white balancing, framing of shot, and focusing; provide remote testing for maximization of, technical parameters on the camera, control and testing of earpiece and microphone to ensure both are working properly and that the guest can clearly hear the network of TV station audio.
20.		Contractor must provide remote operation that ensures proper level and clarity of outgoing video and audio.
21.		Contractor must provide remote operation that includes facilitating telephone connection to ensure the interview guest can hear the network moderator, anchor, or other required audio.
22.		Contractor must provide remote operation that includes systems check to ensure the network has high quality audio/video from the UW-Madison studio and system
23.		Contractor must provide remote operation that includes direct communication with the network control room to ensure that operational/technical issues are addressed.
24.		Contractor must provide remote operation that includes facilitation of introductions between interview guest and moderator and description of topics to be discussed during interview.
25.		Contractor must provide remote operation that includes capability to record the segment on videotape or disk and convert the recording to a video streaming file for use on the web or otherwise
26.		Contractor must create accurate project timeline for completion, fees for set-up and maintenance, including the cost of equipment, system design and installation as well as any monthly fees or ad hoc fees.
27.		Contractor must provide dedicated account manager to be primary contact and to assist with troubleshooting, technical needs and general questions from users relating to operation of the system and troubleshooting.
28.		Contractor shall take care of any invoicing and billing services for those network television interviews that allow for direct billing to the networks without client’s involvement.
29.		Contractor must provide a written schedule of ancillary services such as webcasting, archiving and recording of video etc. that are available to client.
30.		Contractor must warranty all labor, equipment and materials provided for a period of one (1) year from the date of final acceptance and response to all warranty related service requests within three business days of notice from a client.
31.		Contractor must also have the ability to repair or replace any defective equipment within a period of three business days of the notice.
32.		After completion, Contractor must provide on-site training for an agreed upon amount of time.
33.		During construction of the studio, Contractor must assign a project manager for the duration of the project.
34.		The project manager shall serve as a single point of contact, be able to respond to requests for updates, provide ongoing progress reports including project schedule updates, review pending and approved change order lists, and coordinate any other information pertaining to the administration and management of the project.
35.		The project manager shall attend project progress/coordination meetings, either in person or by teleconference.
36.		Upon completion of the work, Contractor will perform a thorough inspection and testing of the studio including a live remote test with a remote operation center.
37.		Contractor must provide maintenance & operational manuals for equipment and other documentation and materials for all models of equipment as supplied by the Contractor.
38.		Contractor must provide a complete turnkey installation of the entire system by its employees and approved sub-contractors.
39.		Contractor must have extensive background in video productions and a national presence, including proven track record of producing live interviews for television.
40.		Contractor must provide references from current clients, including TV networks and a representative client list of companies, universities or agencies using similar services.
41.		Contractor must include UW experts in database accessible to networks, producers and or booking agents.

Revision History

Materials Distribution Services

CREATION OF A REMOTELY OPERATED, SELF-CONTAINED HD TELEVISION STUDIO SYSTEM