00224 ExhibitB2-PerformanceRequirements-Draft.pdf

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 1

EXHIBIT B2 – PERFORMANCE REQUIREMENTS

Competitive Solicitation: 00224 Audio-Visual Solutions

Bidder: _________________________________ Type/print full legal name of bidder company

Instructions:

Note: Bidders must follow the instructions outlined in this Exhibit. Unless Enterprise Services, at its discretion, determines that a bidder’s variance from these instructions is immaterial or timely corrected, Bids that do NOT follow these instructions will be deemed to be nonresponsive and rejected.

1. Add bidder’s business name above and follow the instructions below.

2. Provide a written response that addresses how the bidder meets or exceeds each requirement in the Written Response column.

a. Supporting Information. Please make sure to include references that align with the information provided in this exhibit. Enterprise Services may request additional information or references to help verify the information provided by the bidder in this exhibit. A bidder’s failure to provide such requested information to Enterprise Services within five (5) business days will result in disqualification.

b. Bidder’s Commitments. Please note that if the bidder is awarded a contract, the bidder’s responses to all of the performance requirements below (e.g., customer service) will be incorporated into the resulting contract. Accordingly, the bidder is cautioned to state only commitments that the bidder can meet throughout the term of the contract. An awarded bidder (i.e., contractor) who cannot meet such commitments throughout the contract term will be subject to contract termination for breach of contract and damages. Please see Exhibit D – Cooperative Purchasing Agreement.

c. Word Limit. Bidder’s responses must demonstrate knowledge of the subject matter. Limited responses may receive lower scores than those demonstrating knowledge of the subject matter. The total word count for all written responses must not exceed 3000 words. Any text in excess of 3000 words will be deleted prior to forwarding the submittals to the evaluation team. Each written response must be complete and will be evaluated on its own merits. Bidders cannot include links to external content or embedded documents; such additional materials will not be evaluated.

d. No Identifiable Information In Bidder’s Exhibit Response. The State intends to conduct anonymous bid evaluations to minimize potential bias risks. Bidders must not include any business names, logos, employee names (replace with position titles or roles), or other specifically identifiable information in the bidder’s responses to this exhibit, except for reference contact information. The State will review all bid submittals prior to forwarding them to evaluators. If the State finds such identifying information in the bidder’s submittal, Enterprise Services will notify the bidder and allow the bidder two (2) business days to correct and return the bidder’s response. Bidders will not be allowed to alter any other information other than to remove the identifying information. If the bidder does not make the required adjustments, Enterprise Services will modify the bidder’s response to remove the identifying information and deduct two (2) points from the bidder’s score for this exhibit.

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 2

3. Bidder’s written response to the performance requirements will be assessed as follows:

Score Rating Definition

100% Excellent added value Bidder’s response provides outstanding added value for the state across all aspects of the performance requirement.

The response demonstrates clear and extraordinary technical or business efficiencies and advantages compared to the stated business need.

70% Significant added value

Bidder’s response provides major added value across all aspects of the performance requirement or provides outstanding added value in some aspects of the stated business need. The response demonstrates clear and substantial technical or business efficiencies and advantages compared to the stated business need.

30% Sufficient added value Bidder’s response provides minor added value across all aspects of the performance requirement or significant added value in some aspects of the stated business need. The response demonstrates vague or limited technical or business efficiencies and advantages compared to the stated business need.

0% Meets minimum acceptable standard

Bidder’s response meets the specified minimum acceptable standard for each performance requirement. Note:

Bidder must meet the minimum acceptable standard to provide a responsive bid.

4. Submit the exhibit as a Microsoft Word document without modifying the formatting. If you need to print out this document for any reason, please note this document is sized Legal 8.5” x 14”.

PERFORMANCE REQUIREMENTS

REQ

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

1. KEY PERSONNEL EXPERIENCE. The State is seeking to award contracts to bidders who have substantial industry knowledge and experience in Audio-Visual Solutions.

To meet the minimum acceptable standard [0%]: Each of the Bidder’s key personnel who will be supporting the resulting contract, if awarded, must demonstrate:

(a) Five years of Audio-Visual industry experience that is relevant to the scope of this this solicitation stated in Exhibit B-1 Goods Specifications and Exhibit – D Cooperative Purchasing Agreement;

(b) No educational degree; and

(c) No professional certifications.

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need. Add/delete personnel as applicable.

Key Personnel 1 Role/Title:

(a) Years and Type of Industry Experience:

(b) Education:

(c) Professional Certifications:

Key Personnel 2 Role/Title:

(a) Years and Type of Industry Experience:

(b) Education:

(c) Professional Certifications:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 3

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added Value: In the written response, demonstrate added value to the state by listing years of experience, education, professional certifications for each key personnel that exceed the minimum acceptable standard above, and identify:

(d) Whether bidder employs an electrician and will offer electrician services or will subcontract for electrician services on an as-needed basis.

Key Personnel 3 Role/Title:

(a) Years and Type of Industry Experience:

(b) Education:

(c) Professional Certifications:

Added Value:

(d) Electrician Services:

2. BIDDER EXPERIENCE. The State is seeking to award contracts to bidders who have substantial industry knowledge and experience in Audio-Visual Solutions and have delivered similar services to the services being procured under this solicitation.

To meet the minimum acceptable standard [0%]: Bidder must have completed at least three projects that are similar in scope in the last three years. Bidder must identify:

(a) Customer organization type (private, local government, etc.);

(b) Scope of services (scope of services not to exceed 300 words for each project); Describe:

(1) The Audio-Visual Solution and the customer’s intended use,

(2) The facilities and whether the project involved work across multiple rooms and/or buildings,

(3) The level of managed support bidder provided to the customer, and

20 Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need. Add projects as applicable.

How many projects similar in scope were completed in the last 3 years:

Project 1 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services (Not to exceed 300 words):

1. Audio-Visual Solution & Customer Use:

2. Facilities & Multiple Rooms/Buildings:

3. Managed Support:

4. Customer Contact Info:

(c) Cost:

Project 2 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services (Not to exceed 300 words):

1. Audio-Visual Solution & Customer Use:

2. Facilities & Multiple Rooms/Buildings:

3. Managed Support:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 4

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

(4) Customer contact information—Enterprise Services may, at its discretion, contact customers that are included in bidder’s response.

(c) Cost of the project.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state by listing additional projects that are similar in scope that exceeds the minimum acceptable standard above, and select:

(d) One previous project that involved a large organization with work across multiple rooms and/or buildings and describe how bidder ensured consistency of design across the multiple buildings and/or rooms.

4. Customer Contact Info:

(c) Cost:

Project 3 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services (Not to exceed 300 words):

1. Audio-Visual Solution & Customer Use:

2. Facilities & Multiple Rooms/Buildings:

3. Managed Support:

4. Customer Contact Info:

(c) Cost:

(d) Consistency of Design:

3. CUSTOMER SERVICE. The State is seeking to award contracts to bidders who can provide excellent and timely customer support and communications.

To meet the minimum acceptable standard [0%]: Bidder must provide:

(a) Customer support via telephone and email from an Audio-Visual technician for nine (9) hours within “Standard Business Hours” (6:00 AM through 6:00 PM Pacific Time, Mon. – Fri. excluding Holidays), for troubleshooting, service requests, and questions (as specified in Exhibit D – Cooperative Purchasing Agreement, Sec. 9.7);

(b) Response Time Commitments, as specified in Exhibit D – Cooperative Purchasing Agreement, Sec. 9.8:

i. Respond to Purchaser routine requests within one to four business days;

ii. Respond to quote requests within seven to twenty-one business days;

40 Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

(a) Customer support via telephone and email from an Audio-Visual technician

(b) Response Time Commitment:

i. For customer routine questions:

ii. For quote requests:

iii. For Service Requests:

iv. Service Confirmations:

(c) Customer Issues Escalation Process:

(d) Ongoing Customer Feedback Process:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 5

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

iii. Respond to service requests within one business day;

and

iv. Provide service confirmations within five business days from the date the customer provided bidder with the service request.

(c) An escalation process for any customer service issue that is not resolved within five business days; and

(d) An ongoing customer feedback process demonstrating bidder’s approach to proactively seek, collect, and resolve any negative customer feedback.

Added value: In the written response, demonstrate added value to the state by offering excellent and timely customer support, communication, response time, escalation, and customer feedback processes that exceed the minimum acceptable standard above, and identify:

(e) Whether Bidder can travel to Purchasers’ facilities for in-person site visits on all new projects;

(f) Whether Bidder can advise Purchasers, during the consultation stage, of multiple hardware options to meet their Audio-Visual needs and provide a comparative analysis of the systems, including the advantages and disadvantages, upon request and prior to purchase, to allow the Purchaser to determine which system is most appropriate for their needs.

(e) In-Person Site Visits:

(f) Comparative Analysis:

4. SUPPLY CHAIN AND INVENTORY. The State is seeking to award contracts to bidders who can offer a resilient supply chain and/or sufficient ongoing inventory levels to withstand any unexpected short-term disruptions in the market and continue to supply the State with needed goods.

10 Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

(a) Number of suppliers your company utilizes:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 6

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

To meet the minimum acceptable standard [0%]: Bidder must demonstrate that it has sufficient inventory and supply chain management processes to continue to supply goods on the resulting contract if awarded, through any short-term market disruptions. Bidder must identify:

(a) How many different suppliers bidder utilizes and in what regions;

(b) What processes bidder utilizes when an established supplier/manufacturer no longer can supply a certain product;

(c) Average inventory levels that bidder maintains day to day for bidder’s most in-demand products; and

(d) Bidder’s supply chain resilience strategies and/or programs in place to reduce short-term disruptions to the State.

Added value: In the written response, demonstrate added value to the state providing excellent inventory and supply chain management processes that exceed the minimum acceptable standard above, ensuring minimal disruptions and added value for the state's needs, and describe:

(e) Bidder’s equipment brand diversity; list how many different brands of Audio-Visual equipment bidder can offer under a resulting contract.

In what regions (Eastern Washington, Western Washington, and/or Southern Washington and Oregon) are they located:

(b) Processes your company utilizes when an established supplier/manufacturer can no longer supply a particular product:

(c) Average inventory levels that your company carries day to day for bidder’s most in-demand products:

(d) Strategies and/or programs in place at your company to reduce short-term disruptions to the State:

(e) Brand Variety:

5. SAMPLE TRAINING MANUAL. The State is seeking to award contracts to bidders who can create high-quality, concise training manuals that help agency staff more easily comprehend how to set up and use complex Audio-Visual Solutions.

To meet the minimum acceptable standard [0%]: Identify a completed Audio-Visual Solution from one of Bidder’s projects in Question #2 and

35 Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

(a)-(c): Provide a sample training manual for an Audio-Visual Solution that is (a) 2 pages maximum, (b) includes simplified, step-by-step instructions, and (c) includes pictures or visuals of each step of the process:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 7

ID

Performance Requirement and Stated Business Need

Available Points

Written Response create one (1) sample training manual that demonstrates your ability to create concise and clear user instructions for an Audio-Visual Solution.

The training manual must:

(a) Be limited to 2 pages (including pictures);

(b) Include simplified, step-by-step instructions on how to use the Audio-Visual Solution, adjust settings, and other pertinent information for the end-user; and

(c) Include visuals or pictures of the equipment that correspond to each step of the instructions.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value considerations: In the written response, demonstrate added value to the state that exceeds the minimum acceptable standard above by:

(d) Conducting simplified, in-person training sessions with customers at their respective facilities upon request.

(e) Providing customers with equipment demonstrations of multiple types of Assistive Communication Technology (ACT), upon request and prior to purchase, to allow the customer to determine which system is most appropriate for their needs.

Added Value:

(d) In-person training sessions:

(e) Equipment Demonstrations for Assistive Communication Technology:

6. SERVICE WARRANTIES & MANAGED SUPPORT. The State is seeking to award contracts to bidders who offer extensive warranty coverage for services provided and options for ongoing managed support throughout the life of the Audio-Visual Solution.

To meet the minimum acceptable standard [0%]: Bidder must provide:

(a) A base-offer warranty for services provided of twelve (12) months from the date the Purchaser accepted the Audio-Visual Solution from the Contractor.

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

(a) Service warranties:

(b) Managed Support:

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 8

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

(b) No managed support options.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value considerations: In the written response, demonstrate added value to the state by providing service warranty coverage that exceeds the minimum standard above, and/or offering managed support options.

7. EXHIBIT C DESIGN SCENARIO NARRATIVE RESPONSE. The state is seeking to award contracts to bidders who can competently assess Purchaser needs, provide reliable advice, and deliver functional Audio-Visual Solution(s) to maximize Purchaser satisfaction.

To meet minimum acceptable standard [0%]: Bidder must demonstrate that its proposed Audio-Visual Solution in Exhibit C – Bid Price, Tab 2.

Design Scenario sufficiently meets the listed customer requirements, which are:

1. The room must support a large projector on the raised stage with a projector display and include additional displays positioned throughout the room for the audience. Advise the customer on

(1) the number, size, and type of displays; (2) the positioning of the displays throughout the room; and (3) how different content should be displayed on the screens, including whether any of the displays should incorporate split screen features to show multiple types of content. For the content shown on the displays, the customer wants to show a combination of the PowerPoint presentation, presenter, sign language interpreter, and real-time captions. All content shown on the displays must be visible to all attendees.

Written Response Required. Provide as much information as needed to address the Stated Business Need. (Not to exceed 1,000 words)

- Describe how bidder’s proposed Audio-Visual Solution in Exhibit C – Bid Price, Tab 2. Design Scenario, meets the listed customer requirements

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 9

ID

Performance Requirement and Stated Business Need

Available Points

Written Response

2. Camera(s) and equipment allowing for the presenter's movements to be tracked while moving on stage and simultaneously shown on the display(s).

3. The American Sign Language Interpreter (ASL), which must be shown on the display(s), will need an additional camera set-up.

The ASL interpreter will remain stationary during the presentation and will not require tracking.

4. An adequate speaker set-up is needed around the room to provide good sound quality for the in-person audience.

5. The presenter on the stage needs to have the necessary equipment to connect and present from a work laptop to the projectors/display(s) within the room. If bidder proposes a wireless casting set up within the room, the casting to the projector/display(s) must be consistently clear with minimal display lag.

6. Additional equipment is necessary for the presenter to connect and present wirelessly to external audience displays via a work laptop.

7. The presenter on stage needs a sound reinforced microphone.

All attendees in the room, and those conferencing through Microsoft Teams, must be able to clearly hear the presenter.

8. In-person attendees in the room need a microphone set-up.

Additionally, the remote attendees must be able to speak into their respective work laptop microphone through the conference room speakers. Also advise the customer of any noise mitigation equipment bidder recommends to minimize attendee noise interference during the presentation.

9. A fixed control panel is needed to manage and control the features of the Audio-Visual Solution.

10. Accessibility features for public buildings should comply with the Americans with Disabilities Act. The conference room must be

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS 8/15/24 PAGE 10

ID

Performance Requirement and Stated Business Need

Available Points

Written Response accessible for both Telecoil- and Bluetooth-based hearing aids and cochlear implants.

11. All equipment required to record audio and video of the presentation.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value considerations: In the written response, demonstrate added value to the state by providing the following information that exceeds the minimum acceptable standard above:

Describe other types of Audio-Visual equipment that would meet the listed customer requirements and provide a comparative analysis of how bidder’s chosen Audio-Visual Solution best meets the needs of the customer, as compared to the other potential options for equipment.

Return this exhibit to Procurement Coordinator at:

DESContractsTeamCypress@des.wa.gov mailto:DESContractsTeamCypress@des.wa.gov