2025-023_OFF50 RFQ for AV System Replacement.docx

Request for Quotes for AV System Design, Replacement, and Maintenance # 2025-023 under Statewide Contract OFF50: Audio, Video, Multimedia Presentation Equipment, Supplies and Services

ISSUE DATE: April 4, 2025

PO-22-1080-OSD03-SRC01-23529 (Category 2) PO-22-1080-OSD03-SRC01-23530 (Category 3) PO-22-1080-OSD03-SRC01-23532 (Category 5)

The Center for Health Information and Analysis (CHIA) seeks quotes from Contractors on statewide contract OFF50 in Categories 1 (Audio Equipment), 2 (Video Equipment), 3 (Display Equipment), and 5 (Related Peripherals, Supplies, Accessories).

This Request for Quotes does not allow CHIA to purchase any equipment or services or pay for any costs incurred in the preparation of a response to this request. CHIA reserves the right to accept or reject any and all proposals received as a result of this request and to contract for some, all, or none of the equipment and/or services requested.

This RFQ and any services provided as a result of this RFQ shall be subject to the terms and conditions set forth in the Contract User Guide for Statewide Contract OFF50 and the Commonwealth Standard Contract Form, which are incorporated herein by reference.

1. Background and Project Overview A. Background The Center for Health Information and Analysis (CHIA) is an independent agency established pursuant to M.G.L. c. 12C, a health care reform law, enacted to improve health care quality and contain health care costs. CHIA is charged with monitoring the Massachusetts health care system and providing reliable information and meaningful analysis for those seeking to improve health care quality, affordability, access, and outcomes.

B. Project Overview CHIA is seeking a contractor on OFF50 to design, supply, install, train, and maintain an audio/visual (AV) system in the conference rooms located in CHIA’s office space at 501 Boylston Street, 5th Floor, Boston, MA. The project includes one large room divisible into three multi-purpose conference rooms, four medium-sized conference rooms, a one small collaboration space. The current AV system in the large room is antiquated and must be replaced. A layout of the space is provided in Attachment A to this RFQ. The project must be completed with all equipment installed no later than June 30, 2025.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method

☒ Fee-For-Service

☒ Outright Purchase

4. Whether Single or Multiple Contractors are Required for Contract Check One (“X”):

☐ Multiple Contractors

A. Estimated Number of Awards The target maximum number of Contractors is one (1); however, CHIA may award more contracts if it is in the best interest of the Commonwealth to do so.

B. Adding Contractors after initial Contract Award If, over the life of the contract, CHIA determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

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5. Expected Duration of Contract (Initial Duration and any Options to Renew)

Options Number of Years/Months

Initial Duration

From the Execution Date through 06/30/2026*

Total Maximum Contract Duration

From the contract execution date through 06/30/2027 (The Maximum Contract End Date is contingent upon the terms of statewide contract OFF50)

*The project must be fully completed by 6/30/2025; the period from 7/1/2025-6/30/2026 is to cover any maintenance not covered by the equipment’s warranty.

CHIA reserves the right to transition the OFF50 Purchase Order resulting from this RFQ to a Purchase Order under a successor statewide contract for audio, video, multimedia presentation equipment, supplies and services, if any, without reprocuring provided that the selected Contractor is approved as a prequalified vendor under such successor statewide contract.

6. Procurement Calendar and Related Information A. Estimated Procurement Calendar

Walkthrough of Conference Space (mandatory; see Section 6.C for information)

Deadline for Quotes/Responses (“Bid Opening Date” in COMMBUYS)

B. Procurement Calendar Updates Times are Eastern Standard/Daylight Savings Time (ET), as applicable. If there is a conflict between the dates in this RFQ Calendar and the dates posted to COMMBUYS, the posted dates shall prevail. Any changes in the RFQ Calendar that are made after the RFQ has been published will not result in amendments to the RFQ and the related RFQ Calendar therein. Instead, such changes will appear only on COMMBUYS. Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

C. Walkthrough of Conference Space Attendance at this walkthrough is mandatory to bid on this project. Interested bidders must preregister to participate in the walkthrough of CHIA’s conference space on the date and time listed in the timetable in Section 6.A. Email the RFQ contact person at the address listed in the table above Section 1 and include the name of the business and each attendee from that business. Visitors to 501 Boylston Street must show a valid photo ID to gain entrance to CHIA’s premises on the 5th floor.

D. RFQ Questions Bidders may submit written questions concerning this RFQ until no later than the date and time specified in the timetable in Section 6.A. Written questions must be sent to the RFQ contact person at the e-mail address listed in the table above Section 1. The Bid Q&A functionality in COMMBUYS will not be used for this RFQ.

In their questions, Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. CHIA reserves the right to edit or delete submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this RFQ.

Questions received after the deadline may be disregarded. CHIA will review questions received by the deadline and, at its discretion, prepare written responses to questions that CHIA determines to be of general interest and relevant to the preparation of a Response. The written answers will be posted on COMMBUYS. Only written answers are binding on CHIA. Bidders should check COMMBUYS for updates.

E. Prohibitions Bidders are prohibited from communicating directly with any employee of the procuring Department or any member of CHIA or CHIA regarding this RFQ except as specified in this RFQ, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFQ. Bidders may contact the contact person using the contact information provided in this Bid in the event that this RFQ is incomplete or information is missing. Bidders experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the OSD Help Desk.

In addition to the certifications found in the Commonwealth’s Standard Contract Form, by submitting a Quote, the Bidder certifies that the Quote has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding or planned common course of action with any other Bidder of the commodities or services described in the RFQ.

F. RFQ Amendment Deadline CHIA, through CHIA, reserves the right to make amendments to the RFQ after initial publication prior to the RFQ Amendment Deadline. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. CHIA, CHIA, and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Bidders are advised not to submit Quotes in COMMBUYS before the RFQ Amendment Deadline has been reached (see Section 6.A, Estimated Procurement Calendar).

7. Scope of Work CHIA’s current AV system in its existing 3-way divisible conference room(s) and two medium-sized rooms is 10 years old and in need of replacement. In addition, a large 14-person conference room, two 8-10 person conference rooms, a 10-16 person training room, and a small collaboration space are currently under construction. CHIA has already purchased new equipment for the 14-person room (shaded orange on Attachment A), so that space is not a part of this project, but may be incorporated into a maintenance plan with the selected vendor at some point in the future.

CHIA seeks to engage a contractor pursuant to statewide contract OFF50 to provide the following audio/visual equipment and services: review the existing system, make design and equipment recommendations for a new system, install the new system, provide a maintenance and repair plan for post-warranty work, provide technical documentation (e.g., instruction manuals, troubleshooting guides, etc.), and provide training for agency staff on the new system once the project is completed. As stated in Section 1.B, the project must be completed with all equipment installed no later than June 30, 2025.

A. Main Conference Room CHIA’s largest conference room includes three (3) rooms, identified on Attachment A as M2, M3, and M4, that can be combined or used individually. The AV equipment currently in the space is controlled from an AV rack adjacent to the space. Current video equipment consists of three screens that drop from the ceiling and three projectors. Controls come from three touchpads on the walls; when the room is fully open one touchpad can control all three sets of equipment. The sound comes from speakers in the ceiling; there are also microphones installed in the ceiling. There are also three Meeting Owl 3 devices used for video conferencing. We seek to replace all of the existing equipment with a user-friendly system that can effectively accommodate large and medium hybrid meetings, collaboration meetings, and town hall meetings. Ease of use, sound and display quality are of utmost importance.

B. Medium Conference Rooms CHIA’s two existing medium-sized conference rooms, identified on Attachment A as M1 and M5, are also in need up upgrading. In these rooms there are wall-mounted flat screen TVs. The rooms are wired with a wall box behind the TV including internet, power and HDMI connections and floor core boxes. There is a Meeting Owl 3 in each room for videoconferencing, but we are interested in a permanent video/sound bar solution. Employees currently plug into a docking station to connect to the equipment.

CHIA’s two new medium-sized conference rooms, identified on Attachment A with green and brown shading, are newly constructed, including a floor core and a wall box including internet, electric and HDMI. We are seeking the same setup for these new rooms as the other two existing medium-sized rooms: new TVs with video/sound bar functionality. Ease of use and sound and display quality are of utmost importance for these four rooms.

C. Collaboration Space This new room, identified on Attachment A with purple shading, includes a wall box with internet, electric and HDMI. In this room we seek a touch screen display and ability utilize the display as digital signage and to cast from a laptop.

8. Quote Requirements Vendors in more than one OFF50 category need only to respond to one Bid Solicitation number. To be considered for this RFQ, please submit the following information:

· A cost proposal, including the cost for hardware, unionized labor for installation, and a basic services/maintenance contract. Bidders should refer to the percentage discounts offered in their OFF50 Master Price File (OFF50 Master Price File_1.25.2024.xlsx) when quoting discounts off the MSRP. Bidders are encouraged to offer greater discounts than previously offered in their response to OFF50. Bidders should provide labor rates for all positions that are proposed for this project. The cost proposal must reflect the Bidder’s approved rates under OFF50. Bidders must also agree to comply with the Prevailing Wage Law; see Attachment B for prevailing wage rates. If subcontractors are engaged, the cost proposal must also reflect the approved rates for such subcontractors under OFF50.All installation work will be completed during regular working hours (e.g., Monday through Friday, 9:00 a.m.-5:00 p.m.).

· A brief description of Bidder’s proposed approach and timeline for completing the scope of work described above (no more than two pages).

· Confirmation that the standard warranty is available. As per the terms of OFF50, Contractors must guarantee the equipment offered comes with a standard one (1) or more year(s) warranty from the original equipment manufacturer (OEM) that is valid in the United States. Equipment furnished under the terms of this contract shall be guaranteed against faulty material and workmanship. A standard warranty shall include all expenses including parts, labor, and travel.

· A copy of the Certificate of Insurance and any other documentation required by 501 Boylston St. building management outlined in Attachment C.

9. Selection Criteria The contract will be awarded to the bidder with the best value proposal based on price, timeliness and completeness.

10. Additional Information A. General By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

· All bids submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.

· Extraneous marketing or promotional materials are discouraged, and such information will not be factored into the evaluation of vendors.

B. Bid/Response Rejection CHIA reserves the right to reject any or all Bidder responses, in whole or in part and for any reason deemed non-compliant or non-responsive, its attachments or any subsequent changes. Bidders are advised to check prior to submitting a response to ensure that they have the most recent RFQ files. Bidders may not alter (manually or electronically) the RFQ language or any RFQ component files. Modifications to the body of the RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited and may disqualify a response. CHIA reserves the right not to enter any agreement under this RFQ.

C. Fiscal Terms Contract funds are specific to each fiscal year and any unspent funds at the end of a fiscal year do not carry forward to a subsequent fiscal year. The funding for any contract resulting from this procurement is subject to appropriation in each fiscal year.

D. Purchase Order By submitting a proposal in response to this RFQ, Bidder agrees that CHIA will not pay any costs other than those set forth in the response to this RFQ to which CHIA specifically agrees. CHIA will execute a Purchase Order with a Bidder before any work begins. Once a Bidder is selected, the details of the performance will be negotiated and CHIA will issue a Purchase Order with the details of performance, schedule, project team members, and budget to be executed by the parties. Performance may not begin until the Purchase Order has been executed by both parties.

E. Other Terms A Bidder awarded work pursuant to this RFQ must comply with Executive Order 481: Order Prohibiting the Use of Undocumented Workers on State Contracts, and all other applicable federal and state law.

All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L., c. 66, § 10, and to c. 4, § 7(26). Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

ATTACHMENT A

LAYOUT OF CONFERENCE SPACE

See separate document posted on COMMBUYS

ATTACHMENT B

PREVAILING WAGE RATES

See separate document posted on COMMBUYS

ATTACHMENT C

501 BOYLSTON STREET COI REQUIREMENTS

See separate document posted on COMMBUYS image1.jpg