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Jane Patterson

Tel: (225) 342-7701
Fax: (225) 342-6867
Email: otm@la.gov

Mailing Address:
P.O. Box 94280
Baton Rouge, Louisiana 70804

Physical Address:
Claiborne Bldg, Suite 2-213
1201 North Third Street
Baton Rouge, LA 70802-5243

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Telecommunications Information Notice 12-03
Video Conferencing Equipment Changes

May 10, 2012

The Office of Telecommunications Management (OTM) has two contracts in place for video equipment, Tandberg video conferencing through Audio Visual Innovations, Inc. (AVI) and Polycom video conferencing also through Audio Visual Innovations, Inc. (AVI).

Brand Contract Number Vendor Expires
Polycom 409113 Audio Visual Innovations, Inc. (AVI) 4/17/2015
Tandberg 408906 Audio Visual Innovations, Inc. (AVI) 8/15/2014
Pricing
  • Discount (percentage) off manufacturer's list price
    • Integrator services to be included
    • Includes presales consultation and room design
  • Installation/setup at hourly rate
    • Agency will issue a statement of work and contractor must respond with a fixed and firm quote for installation of equipment prior to work being done.
  • Maintenance Plans--discount off manufacturer's list price

Ordering Procedures

OTM does not review or process agency orders for the equipment.  Agencies deal directly with the contractors.

 If installation is required:

  • Agency submits a statement of work with an itemized quote request to the contractor, including a request for a fixed and firm quote for number of hours for installation of equipment.
  • The contractor responds to agency's statement of work/itemized quote request with a written itemized quote, including a fixed and firm quote for number of hours for installation of equipment, prior to work being done. The quote shall also include each item required for purchase.
  • Agency issues a purchase order by category/percent discount off manufacturer's suggested repair price list (MSRP) for items listed in the contractor's quote, including the fixed number of hours for installation.

 If no installation is required:

  • Agency submits an itemized quote request to the contractor.
  • The contractor responds to agency's quote request with an itemized quote listing each item required for purchase.
  • Agency issues a purchase order by category/percent discount off manufacturer's suggested repair price list (MSRP) for items listed in the contractor's quote.

 For all orders:

  • The agency must keep accurate records of all items ordered for auditing purposes, including a copy of the contractor's response to the statement of work/itemized quote request.
  • The agency will be billed directly by the contractor.  The agency will pay the vendor's invoice.  OTM is not responsible for paying the vendor or reviewing the vendor's invoice for audit purposes.

Please distribute this information to all purchasing, telecommunications, and information technology staff.

All questions about this notice should be directed to Ruth Werling May with the OTM Messaging Section at 225 342-0547 or ruth.werling@la.gov.