Room Upgrades

Advanced planning is essential. The timetable below is a general rule, however, unforeseen difficulties with wiring and other necessary room modifications or vendor's schedules may add extra time so it is helpful to begin the process as early as possible.

For Upgrades to be Completed During	Request No Later Than
December Break	June-July
Spring Break	September
Over Summer/Interim	January-February

Requirements and Considerations

1. A RFP (Request for Proposals) must be written. It is distributed by Purchasing and interested vendors submit proposals, followed by presentations. Evaluation and final decisions are made by the MSU Department who initiated the RFP.
2. Most often there will be electrical needs for running power to equipment or updating lighting zones. Facilities needs time to schedule and complete this work, normally before the vendor can install new equipment.
3. Schedule the work with the vendor. Vendors generally are working with other schools in addition to MSU, who have similar breaks so advance scheduling is imperative.
4. Cabinets may need to be made to specification by carpenters.
5. Asbestos removal, if needed, will require additional coordination and time.
6. ADA requirements must be met.
7. Installs need to be completed at least a week before classes begin to ensure equipment is working properly and allow time to call vendor back if needed.

Departmental Process to Upgrade Multimedia Classroom

1. Contact ETS to inform Matt Clay, matthew.clay@mnsu.edu, 507-389-2526, Classroom Coordinator of your intent to upgrade a specific room and schedule a meeting.
2. Meet with Matt to discuss what capabilities you want the room to have, equipment needs and any special considerations for the specific room.
3. Matt will help the department write the RFP and provide feedback on vendors that will best meet your specific needs.
4. IT will coordinate vendors, electricians, carpenters and any asbestos removers required.
5. Schedule the installation.
6. ETS will schedule and conduct a walkthrough with the vendor to ensure installation is complete and satisfactory and will follow up on any incomplete/unsatisfactory items.
7. ETS will inform the Department funding the installation when the room is approved so payment may be released.
8. ETS will provide training on use of the equipment to all authorized users.