1. Exhibit A - SOW, Specs, Bid Response.pdf

EXHIBIT A (Complete and Return)

STATEMENT OF WORK, SPECIFICATIONS, BIDDER RESPONSE

COLORADO DEPARTMENT OF CORRECTIONS (CDOC)

DQ 2026000494: Cable TV Repair

1. DESCRIPTION:

The Statement of Work (SOW) describes the deliverables sought through this DQ and the scope of what the awarded Bidder will be expected to offer through the contract resulting from this DQ. The Statement of Work is intended to provide interested Bidders with sufficient basic information to submit a Quote. It is not intended to limit a proposals context or exclude any relevant or essential data.

2. STATEMENT OF WORK/SPECIFICATIONS:

This SOW describes the deliverables sought through this DQ and the scope of what the awarded Bidder will be expected to offer through the Purchase Order resulting from this DQ.

3. OVERVIEW

The Colorado Department of Corrections (CDOC), on behalf of Facility Management Services (FMS), is seeking bidder(s) to provide onsite comprehensive preventative maintenance (PM), inspections, emergency repairs, and technical upgrades for the eleven (11) cable TV Headend Systems that services twenty (20) CDOC Facilities. The objective is to ensure 24/7 signal reliability and high-quality audiovisual (AV) delivery for facility occupants.

4. SPECIFICATIONS

The awarded bidder(s) will be required to manage all equipment necessary for delivering a complete channel lineup. This lineup must be integrated into one amplified and balanced coaxial output cable, prepared for direct distribution through the internal infrastructure of the CDOC. Furthermore, signal levels are required to stay within the +10 dBmV to +15 dBmV range, ensuring that deviation between channels does not exceed 3 dBmV.

The CDOC Office of Facility Management Services (FMS) in Colorado Springs oversees the funding and management of this contract. All expenditures or repairs exceeding standard preventative maintenance fees must receive FMS pre-authorization.

Regular Monthly Preventative Maintenance must be conducted during standard business hours (Monday through Friday, excluding State Holidays). Within thirty (30) days of the contract being executed, the Bidder(s) shall provide a comprehensive 12-month PM schedule.

i. The following tasks are mandatory for Monthly Preventative Maintenance:

a. Signal Quality & Audit: Confirm signal lock for all satellite equipment and audit every channel for Audio/Visual (AV) clarity. Identify and fix any interference issues.

b. Antenna Maintenance: Perform inspections on C-band and DIRECTV antennas.

All coaxial connections must be sealed with moisture-proof (mocap) tape. Ensure feed covers are clear of pests such as wasps, bees, or birds.

c. System Balancing: Adjust analog modulator levels and verify all amplifier outputs to ensure balanced channel performance.

d. Hardware & Housekeeping: Clean equipment racks and cooling fans. Ensure all physical coaxial connections are tightened and the headend area is free of debris and flammable materials.

e. Communication & Documentation: Collaborate with the onsite Point of Contact (POC) regarding any reported issues. Document required parts for future repairs and provide recommendations for system upgrades.

ii. Exemptions: The following areas are excluded from the standard scope of work:

a. Any cabling infrastructure located past the combiner that provides feeds to the facility within the electronics room.

b. Non-satellite-fed infrastructure, such as computers displaying educational content.

· Please note that any work related to these exemptions requires prior authorization from the FMS Contract Manager.

Emergency Services Protocol

i. Service Availability: Emergency response is accessible 24/7 for unscheduled needs.

ii. Target Response Times: Deployment occurs within 2.0 hours during standard business hours and 4.0 hours for holidays, weekends, or after-hours requests.

iii. Resolution Requirements: Full service must be restored within a 48-hour window from the time of notification. Restoration is defined as all channels being operational and meeting established AV clarity standards. This deadline includes the replacement of critical equipment, utilizing on-site spare inventory when necessary.

iv. Service Validation: Completion of repair services is contingent upon verification by the CDOC Facility Point of Contact (POC) that functional status, signal lock, and audio-visual quality for all impacted channels have been restored to contract standards.

Service Verification and Documentation

i. The Bidder must provide a detailed service report to the CDOC Principal Representative via email after each visit. This report requires the signature of the Facility Point of Contact (POC). A repair is officially considered complete only after the CDOC Facility POC confirms that all relevant channels are operational and that signal lock and AV quality meet the contractual standards.

Account Management and Component Inventory

i. The Bidder will be required to assign a dedicated Account Manager to conduct follow-up actions within 24 hours of any finished repair.

ii. For Maximum Resolution Time mandates, the Bidder must also maintain an adequate inventory of critical, long-lead-time spare components, including but not limited to power supplies, amplifiers, modulators, and receivers.

iii. The Bidder will be required to coordinate with the service provider to obtain necessary parts as per the department's current provider agreement.

iv. All proposed pricing must offer a comprehensive cost breakdown related to the maintenance and deployment of this component inventory.

3. PRICING

Scheduled Preventative Maintenance

i. The Bidder shall propose a fixed monthly fee that covers all required tasks under the Scheduled Preventative Maintenance section, including labor, travel, and quarterly reporting

Unscheduled Maintenance (outside PM scope)

i. Includes repairs due to vandalism, neglect, or power outages. Rates must include all travel-related costs (e.g., mobilization fees, per diem, mileage, etc.) For transparency.

The CDOC may at its sole discretion elect to include a provision in the CDOC Purchase Order that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Purchase Order if awarded. Any price increases must be agreed upon between CDOC and the awarded vendor.

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4. VENDOR QUESTIONS (please provide response)

INFORMATION SOUGHT BIDDER RESPONSE

Bidder name (company)

Number of years in business

Number of employees

Services Outside of Colorado or the United States. Bidders must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

Please sign and return Exhibit E.

Is the bidder a nonresident bidder from a state that provides a bidding preference to bidders from that state, YES or NO and what state.

Please confirm that your proposal is fully compliant with Section 3.A Accessibility Requirement of the DQ. YES or NO

Secretary of State (SOS) registration. Before contract execution, the awarded bidder must be registered to do business in the state of Colorado. If a bidder is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the state of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the state of Colorado and has designated a registered agent in Colorado to accept service of process. Are you registered with the Colorado SOS? YES or NO.

Bidder must affirm agreement with the PO Terms and Conditions. If not in agreement, written exceptions in accordance with Section 9.A.xviii.v of the DQ (Attachment 1). Any changes must be provided with Bidder’s Bid.

Please confirm YES or NO

Have you spoken with anyone other than the Single Point of Contact listed in this DQ? YES or NO

INFORMATION SOUGHT BIDDER RESPONSE

Service-Disabled Veteran Owned Small Businesses (SDVOSB). Reference §24-103-905, C.R.S., et. seq.

SDVOSB Bidders must submit documentation of certification issued through the U.S. Department of veteran’s affairs in their Proposal. §24-103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado, or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Verification and Evaluation within the United States department of veteran’s affairs. Are you a Service Disabled Veteran Owned Small Business? Yes or No. If you answered “Yes” please submit documentation of certification with your proposal.

Within the last 5 years, has your company (or any affiliates) defaulted on a Purchase order or Contract or had a Purchase Order or Contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

Has your company (or any affiliates) been a party to litigation against the State of Colorado? If the answer is Yes, then state the date of initial filing, case name and court number, and jurisdiction.

State of CO debt/tax payment. I certify that all applicable state of Colorado taxes are paid, and that no outstanding debt is owed to the state of Colorado. Please Confirm YES or NO

Does your company use Subcontractors? YES or NO

Have you filled out Exhibits A-F and returned with your Quote? YES or NO

FOR PROCUREMENT USE YES NO

Did Bidder Return Exhibit A?

Did Bidder Return Exhibit B?

Did Bidder Return Exhibit C?

Did Bidder Return Exhibit D?

Did Bidder Return Exhibit E?

Did Bidder Return Exhibit F?

Did Bidder Return Attachment 1 with changes?

Does Bidder have all required licenses, certifications, and insurance coverage?