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RENTAL OF AUDIO VISUAL EQUIPMENT AND OPERATOR
(contract last updated 08/25/2011)

SCOPE: The department is to advocate and support the continuing professional development of healthcare professionals and beyond.  They offer a full range of educational experiences that enhance the practitioner’s knowledge base, provide updates and review, and expand professional skills.  The department also includes the Enduring Programs,  a program to create an education that endures over time, and includes journal pieces and online presentations that are put on DVD’s and CD’s that are mailed out to professionals. The purpose of this contract is to provide audio visual equipment and operator services for the department at various locations within and outside the State of Wisconsin.  There are times that the department will require the Contractor to provide services at several locations at the same time and the Contractor must have the staff and equipment to handle these requests. 

The majority of the programs are in Madison.  Small percentages take place within the State of Wisconsin, and a few programs are outside of the State of Wisconsin (but within the United States). 

CONTRACT # DESCRIPTION
10-5671 RENTAL OF AUDIO VISUAL EQUIPMENT AND OPERATOR
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218 		UW-Madison users contact:
Andy Richardson
(608) 890-2422 / FAX (608) 262-4467
arichardson@bussvc.wisc.edu
  Non-UW-Madison users contact: Vendor Representative
COOPERATIVE PURCHASING: YES
CONTRACT TERM: February 1, 2010 through January 31, 2011, with automatic renewal extensions to January 31, 2013, unless amended, cancelled or rebid.
Vendor(s)
005497
Audio Visual of Madison
4401 Femrite Dr
Madison  WI 53716
     
Sales Representative: PHONE # FAX #
Steve Taber 608-277-8883 608-277-8850
E-mail TABERS@AVMONLINE.COM
  PHONE # FAX #
Ordering/Expediting: 608-277-8883 608-277-8850
Invoice Information: 608-277-8883 608-277-8850
Returns: 608-277-8883 608-277-8850
Minority Reporting: 608-277-8883 608-277-8850
Commodity Code 985-12
Federal Employee ID # (FEIN) 39-1672648
F.O.B. “V” F.O.B.  SERVICE/MAINTENANCE
Terms: N/30
Invoicing: Invoices shall reflect contract pricing
Pricing Information: SEE BELOW
ITEM DESCRIPTION
PER DAY COST
1 XGA Computer Projector
$275.00
2 Slide Viewer
$12.00
3 70 tripod screen
$7.50
4 Mic with Table stand and cord
$10.00
5 Mackie Audio Board
$25.00
6 VHS Player
$20.00
7 Digital Audio Recorder
$75.00
8 DVD Playback Equalizer
$20.00
9 Computer Switcher & cables
$10.00
10 Digital Video Recorder
$150.00
11 Digital Camera
$250.00
12 CD/DVD Burner
$50.00
13 AV Technician (10 hours @ $35.00/hr)
$350.00
14 ARS Operator (10 hours @ $35.00/hr)
$350.00
15 Videonics Video Mixer
$45.00
16 1024 Scanconverter
$150.00
17 Sony Deck
$150.00
I. Rental of Audio Visual Equipment and Operator Requirement
i. Expertise
1 All of the Operators that the Contractor will assign to this contract must have graduated from a formal audio-visual program (either college or technical) and have a minimum of 1 year experience.
2 The Operators will need to provide consultation, when needed (e.g. proper set-upsand equipment).
3 The Operators must have knowledge of state-of-the-art audiovisual equipment.
4 The Operators must have knowledge of state-of-the-art computer equipment for audiovisual purposes.
5 The Operators must have knowledge of audience response systems.
6 The Operators must have knowledge of taping practices.
7 The Operators must have knowledge of digital media capture and post-production techniques.
8 The Operators must have knowledge of conference sites within Wisconsin.
9 The Operators must have knowledge of local conference sites in the Madison area.
ii. Equipment
10 The Contractors equipment must be well maintained, up-to-date and functioning.
11 Equipment must be comparable to equipment used in the marketplace and must be reliable.
12 The Contractor must be able to house the audiovisual equipment.
13 The Contractor must be able to house the audience response system (ARS) on occasions.
14 The Contractor must be able to maintain ARS (i.e. test the batteries, calibrate the keypads).
15 The Contractor must be able to input ARS questions/answers and provide a final copy of the results.
16 The Contractor must be able to assist with downloading ARS software on laptops.
17 The Contractor must be able to train users to input questions and answers on ARS.
iii. Professionalism
18 Professional dress is required.
19 The Operators must remain present and alert in the conference room during the program.
20 The Operators must have excellent communication skills with faculty and staff.
21 The Operators must be able to handle audiovisual crises (problem solving) in an efficient and effective manner.
iv. Coordination of Handout Material
22 The Operators must work with meeting planners and faculty in downloading and storing presentations onto the proper audiovisual equipment.
23 The Operators must be able to communicate with speakers regarding presentations and potential problems, and be able to solve the problems.
  Rental of Audio Visual Equipment and Operator Requirement
v. Travel
24 The Contractor must be able to travel anywhere in the United States.
25 The Operators must travel to locations where the programs are offered.
26 The Contractor must be able to supply multiple Operators and equipment at multiple conference sites on the same day(s).
II. Audio Visual Needs for Enduring Programs
vi. Recording
27 Contractor must have digital recording equipment available.
28 Contractor must provide video, audio, and audio-only services.
29 Contractor must provide associated lights, stands, microphones and equipment as needed.
30 The Operators must have excellent technical skills available for entire event being recorded.
31 The Operator must be able to work weekends, evenings, and early mornings as a regular part of the service without charging overtime.
vii. Editing
32 Contractor must provide editing equipment for digital media.
33 Contractor must have excellent technician who will produce edited, publication-ready media within 12 weeks of recorded event.
viii. Production
34 Contractor must provide production of master copies of recorded event in CD, DVD, or web-based (i.e. lecture streaming, Articulate).
35 The Contractor must be able to provide reproduction of multiple copies of CD or DVD within 2 weeks of request.
ix. General
36 Contractor must be able to provide multiple operators and equipment available to record at several locations at the same time.
37 The Contractor must have operators and equipment available to record at short notice (2 weeks or less).
38 The Contractor must be able to provide immediate backup and maintenance of all raw recorded media to be available in case of production error.
39 The Contractor must be able to provide storage and maintenance of master copies of digital recordings.

Revision History
(8/25/11): added 10 hours @ $35.00/hr for AV Technician and ARS Operator.
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