11-C - Scope of Work.docx

Request for Proposals for Sports Video Technology Issued by the State of Utah and Alpine School District Solicitation Number: DL26-4

Request for Proposals for

Sports Video Technology

Issued by the State of Utah and Alpine School District

Solicitation Number DL27-100

Attachment C

SCOPE OF WORK

This Scope of Work describes the Deliverables being sought through this RFP and the scope of what Contractors will be expected to offer through a Master Agreement resulting from this RFP. The Scope of Work is intended to provide potential Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposal's content or exclude any relevant or essential data.

1. OVERVIEW AND DEFINITIONS

This Scope of Work is issued under RFP# DL27-100, Sports Video Technology, a cooperative solicitation conducted by the State of Utah Division of Purchasing and General Services and Alpine School District, acting as co-Lead Entities, through RFxPremier. Any Master Agreement(s) resulting from this RFP will be available to Eligible Entities in all U.S. states (as well as the District of Columbia and U.S. territories), cities, counties, districts, and other political subdivisions of any state, institutions of higher education, K-12 school systems, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes and tribal organizations, and nonprofit organizations. The Purchasing Entity may execute a Participating Addendum or any other ordering document (e.g., purchase order or contract) as determined by the Purchasing Entity to place the Order before a Contractor may deliver Products. Eligible Canadian provincial and territorial governmental entities may also participate, subject to the Contractor's approval.

Definitions. For purposes of this Scope of Work: “Solution” means the complete video capture, management, analysis, and sharing capability an Offeror proposes, regardless of whether it is delivered through proprietary hardware, proprietary software, a mobile application, a named third-party integration, or any combination of the foregoing. “Contractor” means an Offeror with whom the Lead Entity executes a Master Agreement resulting from this RFP. “Participating Entity” and “Purchasing Entity” have the meanings given in the RFP Terms and Conditions. “Not-to-Exceed (NTE) Pricing” means the ceiling pricing established in a Contractor's catalog, below which a Purchasing Entity may negotiate at the order level but above which a Contractor may not charge. “RFxPremier Administrative Fee” means the fee remitted to RFxPremier on sales made under the Master Agreement, as further described in Attachment E, Sample Master Agreement, Section 5.2.

Purpose. Coaches and athletic staff at K-12, college, and university athletic programs rely on sports video technology to review game film, track athlete performance, learn from and edit game video, and stream games in real time. This RFP is intended to establish one or more competitively awarded Master Agreements enabling Participating Entities to procure or replace a Sports Video Technology Solution meeting these needs, through any combination of hardware, software, or application components a Contractor proposes.

2. MASTER AGREEMENT OBJECTIVES

The objectives of the Master Agreement(s) resulting from this RFP are to:

· Establish a competitively awarded, cooperatively available Master Agreement(s) for Sports Video Technology Solutions, usable by Participating Entities and their Purchasing Entities without the need for each entity to separately solicit the same or substantially similar requirement.

3. MASTER AGREEMENT DELIVERABLES

This solicitation will deliver a Sports Video Technology Solution that captures game and practice video, stores and manages it, gives coaches the ability to review, analyze, and share it, and streams competitions live delivered through any combination of hardware, software, mobile application, or services.

At minimum, a Solution must provide for both reference venues described below: video capture of gameplay; video storage; online posting and sharing; access and telestration capability; and live video streaming capability. Any Offeror whose total price excludes one or more of these elements must itemize the omission separately in its cost breakdown (see Attachment A, Section 4.A.5); undisclosed omissions will be treated as non-responsive rather than simply low-cost.

· Reference Location 1:

Indoor Gymnasium: single-court gymnasium, 84'x50' playing area; gym size 106'x90' wall to wall; 30' ceiling height. Sports: basketball, volleyball, wrestling. Program scale: 4 teams, 2 coaches per team (8 coaches total), requiring concurrent (simultaneous login) access, 3-year retention period, online posting and sharing included, live streaming ability to at least 50 simultaneous viewers.

**Purchasing Entity provided single camera with full court visibility, 1080p video, 30FPS. Offerors may propose their own hardware. If the Solution requires any hardware other than the Purchasing Entity-provided camera, include that hardware in the Section 4a and 4b price.**

· Reference Location 2:

Outdoor Athletic Field: standard 100-yard football/soccer field with track. Sports: football, soccer, track and field. Program scale: 5 teams, 2 coaches per team (10 coaches total), requiring concurrent (simultaneous login) access. 3-year retention period, online posting and sharing included, live streaming ability to at least 50 simultaneous viewers.

**Purchasing Entity provided single camera with full endzone-to-endzone visibility, 1080p video, 30FPS. Offerors may propose their own hardware. If the Solution requires any hardware other than the Purchasing Entity-provided camera, include that hardware in the Section 4a and 4b price.** These reference venues and program scale figures establish a common baseline scenario for Attachment K, Offeror Cost Response and Proposal Worksheet Section 4a and 4b pricing so that all Offerors quote against the same assumptions; they do not represent the current or planned deployment of any specific Purchasing Entity.

Eligible products and services. A Contractor's catalog may include, without limitation, any of the following:

· Fixed-mount camera systems for permanent or semi-permanent installation in gymnasiums, fieldhouses, stadiums, and outdoor athletic facilities

· Portable, tripod-mounted, or wearable camera systems for sideline, field-side, or temporary deployment

· Automated or remotely operated camera systems with AI-assisted tracking, Pan-Tilt Zoom, or auto-follow capability

· Multi-camera configurations for simultaneous capture from multiple angles or zones within a single facility

· Real-time, in-game instant replay systems providing live video review during competition, distinct from post-game analysis

· Sport-specific camera configurations for wrestling rooms, aquatic facilities, track and field, and other non-standard environments

· Cloud-based or on-premise video storage and management with organized access control

· Multi-device access via web browser and mobile application

· Frame-by-frame video review, clip creation, telestration, and performance annotation

· Play-by-play tagging, automated highlight reel generation, and statistical analysis and reporting

· Play diagramming and scheme development tools

· Opponent scouting tools and film exchange or sharing network access

· Analyst-delivered video and statistical breakdown services (human-delivered, not self-service platform analytics)

· Live event streaming services

· Integration with athlete performance monitoring systems, learning management systems, and student information systems

· Training and onboarding services

· Any other product or service reasonably related to the capture, management, analysis, or sharing of sports video Discounts and Product Catalog.

· Offeror may offer a multi-year discount by specifying the term length and discount percentage requested under Attachment K, Offeror Cost Response and Proposal Worksheet Section 4c.

· Offeror must provide a full catalog of offerings proposed under the resulting contract, with pricing. Products available on contract will be limited to the offerings and pricing included in the catalog. Every product and service a Contractor intends to offer under the Master Agreement must be included in the catalog required under Attachment K, Offeror Cost Response and Proposal Worksheet Section 4d. Products or services omitted from the catalog are not covered by the resulting Master Agreement.

4. CONTRACTOR RESPONSIBILITIES AND TASKS

Contractors awarded a Master Agreement under this RFP will be responsible for the following:

a. Catalog maintenance. Maintain a complete, accurate, and current catalog of all products and services offered under the Master Agreement, at unbundled, itemized, not-to-exceed pricing, and update the catalog annually, upon request by the Lead Entity, and before any product, service, or pricing change becomes effective. Each update must identify deletions, substitutions, price changes, and the effective date.

b. Data privacy and security. Comply with Attachment I, Data Protection Provisions, FERPA, COPPA, and NDPA v2.2 (or substantially equivalent terms) for the duration of the Master Agreement. This compliance obligation is independent of, and may not be diminished, qualified, or satisfied by, any representation in the Contractor's proposal; a proposal disclosing current or planned non-compliance does not excuse performance of this obligation upon award. In addition to this baseline requirement, the Contractor shall maintain the data security program, access controls, and breach notification practices described in its proposal to the extent they meet or exceed this baseline. Individual Participating Entities may require additional data privacy or security terms consistent with their jurisdiction's law as a condition of a Participating Addendum or Purchase Order. The Contractor shall accommodate such jurisdiction-specific requirements when requested by a Participating Entity.

c. Accessibility. Contractor shall disclose the accessibility conformance of each applicable web-based and mobile component of the Solution and provide current accessibility documentation upon request, including a Voluntary Product Accessibility Template or substantially equivalent report. Contractor shall identify known material accessibility limitations and its process for remediation. Individual Purchasing Entities may require additional accessibility terms consistent with applicable law and institutional policy.

d. Training and onboarding. Deliver the training and onboarding program described in the Contractor's proposal.

e. Identification of proprietary metrics and formats. Identify, by name, any proprietary or trademarked metric, scoring system, or data format central to the Solution's core functionality; this requirement does not require disclosure of the underlying formula, algorithm, methodology, or other trade secret. Ensure the raw data necessary to use or replicate that metric outside the Solution remains available through the data export required under Section 4.f, Data portability below, consistent with the Contractor's proposal under Attachment J, Offeror Technical Response and Proposal Worksheet.

f. Data portability. Give any Purchasing Entity the ability to export, at no charge and at any point during the term or upon termination, its video content, metadata, tags, annotations, user permissions, and associated records in a documented, commonly readable format. Contractor shall provide the export within the turnaround time committed to in the proposal and provide commercially reasonable transition assistance to support migration to another solution.

g. Solution functionality and support. Deliver the Solution functionality, service levels, and support structure committed to in the proposal for both indoor and outdoor venues. At minimum, Contractor shall maintain documented support hours, issue-severity definitions, response and escalation procedures, service-interruption communications, and an uptime measurement methodology.

h. Capture-to-analysis pathway. Maintain the pathway from video capture to analysis as proposed, whether built on a named partnership or an open, standards-based approach, and notify the Lead Entity promptly of any material change. Contractor shall provide at least twelve (12) months’ advance notice, when commercially practicable, of any planned end-of-sale, end-of-support, product discontinuation, or platform transition that may materially affect a Purchasing Entity, together with a documented transition path.

i. Network sharing and interoperability. Support the film- and data-sharing practices proposed, along with the interoperability recommendations for a Purchasing Entity that adds institutions on a different platform or later leaves the Solution. Support any proposed LMS/SIS roster synchronization. Contractor shall disclose material limitations, dependencies, fees, or restrictions affecting API access, data exchange, roster synchronization, video export, third-party integrations, or interoperability with other platforms.

j. Ordering, cancellation, and returns. Honor the ordering and fulfillment, cancellation, and return/exchange terms committed to in the proposal.

k. Pricing integrity. Treat all catalog pricing as a not-to-exceed ceiling; negotiate at or below catalog pricing when requested by a Purchasing Entity; and accurately report sales made under the Master Agreement and remit the RFxPremier Administrative Fee to RFxPremier as required under Attachment E, Sample Master Agreement, Sections 5.2 and 5.3. Contractor shall maintain pricing that is commercially competitive for similarly situated governmental, educational, and cooperative customers purchasing substantially similar products or services. Upon request, Contractor shall disclose and make available any more favorable generally available discount, rebate, or promotional term offered to such customers, subject to documented differences in volume, scope, service level, or contract term.

l. Participating Addenda. Execute Participating Addenda with Participating Entities upon request, without imposing additional terms materially inconsistent with the Master Agreement.

m. Order of precedence and preserved obligations. A Participating Addendum or ordering document may supplement the Master Agreement with jurisdiction-specific or transaction-specific requirements but may not increase the applicable not-to-exceed pricing, eliminate required sales reporting, alter RFxPremier Administrative Fee obligations, reduce Purchasing Entity data ownership or portability rights, or otherwise diminish obligations in the Master Agreement. Any conflict shall be resolved according to the order-of-precedence provision in the Master Agreement.

5. LEAD ENTITY RESPONSIBILITIES AND TASKS

The State of Utah Division of Purchasing and General Services and Alpine School District, as co-Lead Entities, will be responsible for the following:

a. Solicitation administration. Jointly administer the RFP process, including evaluation of proposals under Attachment D, RFP Evaluation Plan; negotiation as needed, and recommendation of award(s), in coordination with RFxPremier.

b. Cooperative availability. Through RFxPremier, publish the resulting Master Agreement(s) and associated catalog pricing for use by Participating Entities nationwide, and provide guidance to Participating Entities on the process for adopting and using the Master Agreement.

c. Point of contact. Designate a point of contact for Contractor questions regarding Master Agreement administration, catalog updates, and Participating Addenda.

d. Amendments. Process Master Agreement amendments, including catalog and pricing updates submitted by a Contractor, in accordance with Attachment E, Sample Master Agreement, Sections 2.2 and 6.1.

e. Compliance monitoring. Monitor Contractor performance against the commitments made in its proposal, including the data privacy, portability, and interoperability commitments described under Master Agreement Deliverables above, and address non-compliance in accordance with Attachment E, Sample Master Agreement, Section 14.8.

f. Administrative fee collection. Coordinate with RFxPremier on the collection and reporting of the RFxPremier Administrative Fee on sales made under the Master Agreement.

6. RFXPREMIER TASKS AND RESPONSIBILITIES

RFxPremier, as administrator of the PPA cooperative purchasing consortium, is responsible for the following:

a. Portfolio administration. Maintain the official listing of the Master Agreement and its current, awarded Contractors on the RFxPremier portal, and support the Lead Entity in the distribution of contract documents and information to Participating Entities.

b. Sales data and administrative fee processing. Receive and process the quarterly Sales Data and RFxPremier Administrative Fee reporting required of Contractors under the Master Agreement.

c. Multi-state cooperative support. Support onboarding of additional Participating Entities outside the Lead Entity's own jurisdiction, consistent with the Master Agreement's eligibility terms.

7. PARTICIPATING ENTITY TERMS AND CONDITIONS

Each Participating Entity reserves the right to negotiate additional terms and conditions specific to its jurisdiction in its Participating Addendum, consistent with Attachment E, Sample Master Agreement Sections 3.3 and 4.2. Additional terms negotiated in a Participating Addendum do not diminish, modify, or otherwise derogate the terms of the Master Agreement between the Lead Entity and Contractor.

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ATTACHMENT C, SCOPE OF WORK

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