Overview
Going with an outside vendor for installation of classroom/conference room AV equipment can cost up to 50% more. Projects that fall outside of our standards will be recommended to Lightwerks, the integrators on contract with the University of Idaho. Collaboration and Classroom Technology Services (CCTS) will serve as consultants on all external AV contracts per an understanding with purchasing.
List of Terms
In doing the above, CCTS agrees to the following:
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Departmental projects will be scheduled when the CCTS team has the proper time needed for consultation, but we must prioritize needs in General University Classrooms (GUCs).
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Any existing equipment that is intended to be reused in a project will need to be evaluated prior to final design to ensure it is in proper working order and meets the project needs.
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You will be asked to take the classroom/conference room offline as needed for an appropriate amount of time for installation to occur. You will not have access to these spaces during the offline agreement until the project has been completed. CCTS team members are often required to be part of an installation while it is happening. Though we can sometimes complete installations during summer/breaks, those times are often filled with work on GUCs. We can only complete installations during regular work hours: 8:00-5:00 Fall/Spring, 7:30-4:30 Summer. The external integrators may work outside of those hours depending on project needs.
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Projects that occur on our other campuses or extension sites could require a commitment from CCTS team members to travel to the site for evaluation and/or installation needs. All travel expenses will be charged to the requesting department, campus, or site. You will be required to supply a budget index and fiscal contact to support necessary CCTS travel.
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The external integrator will order most of the AV equipment for your project after you supply a budget index and fiscal contact to CCTS. Some equipment may also be purchased through Procurement. CCTS will determine AV equipment that should be purchased separately to get access to the lowest prices. CCTS will recommend the purchase of backup equipment as necessary. You may need to provide a space in the building where the installation will occur to securely store the equipment until installation can be completed.
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Depending on the size and scope, your project may be assigned a project manager through Facilities who will work cooperatively with CCTS and other necessary units (Purchasing, Network Team, etc.). In that case, the project manager will oversee the entire project while CCTS focuses only on the AV consulting.
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Many projects are delayed based on availability of Facilities or Network Team to complete prep work and arrival of necessary AV and network equipment. CCTS does not have control over these issues, but you will be provided with a realistic timeline and updates if delays are expected.
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The external integrator is contractually obligated to fix/adjust installations within 90 days from the date of the certificate of substantial completion or first beneficial use, whichever occurs first. The department is responsible for reporting all issues with the equipment to CCTS within two days of occurrence so that CCTS can forward concerns to the integrator as needed. Any costs incurred beyond the 90-day period are the responsibility of the department.
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OIT provides a limited amount of support to AV which is installed by external integrators. TSPs handle the first line of support for issues with departmental AV equipment through the eHelp system (if available), a help ticket, or support@uidaho.edu. If the TSPs are unable to solve the problem, they will contact CCTS for assistance. CCTS will provide basic troubleshooting on equipment but may not be able to solve the problem. CCTS will determine when it is appropriate to involve the external integrators and notify the department. Any expenses incurred from work by external integrators are the responsibility of the department that owns the space.