44DOC-S3878 Scope of Work TV.docx

44DOC-S3878

1. SCOPE OF WORK

The State of Nevada Purchasing Division, on behalf of the Nevada Department of Corrections (NDOC), is seeking proposals from qualified vendor(s) to provide services for Nevada Department of Corrections to allow the ability for offenders to view television located in their cells, dayrooms, and other areas, specified by each facility. It is the intention of the State to award this contract on a statewide basis. The anticipated contract is to be term of four years with the option of a two year extension through amendment.

1.1. The existing cabling to the units may be utilized in the installation process: however, it will be utilized at the risk of the awarded vendor.

1.2. A character generator allowing each facility to input general information messages that may be changed at 10, 20 or 30 second intervals.

1.3. The purpose of this Request for Proposal (RFP) is to contract with a vendor or multiple vendors who can provide services for programming and/or supplemental services as detailed in this RFP.

A. Channel access is to be provided at no extra charge for each proposal and will include ABC, CBS,CW, FOX, NBC,A&E,AMC and PBS.

B. Vendors are encouraged to provide cost, if any, for additional channels such as: BET, ESPN, ESPN2, Univision West, TNT, USA and History, NDOC In House Channel and Program Guide should also be included in proposal.

C. Channel access shall be considered Reno for the northern facilities and Las Vegas for the southern facilities, except in rural areas where channel access is only available from another facility. Channel access other than Reno and/or Las Vegas must be disclosed and listed by facility. Reno and/or Las Vegas access becomes available in the total area during the term of the contract, at no additional cost to the vendor. The vendor will supply those channels at no cost to NDOC. Programming must be consistent for all sites network. The vendor must offer an approved replacement if channel is not available.

1.4. The awarded vendor must install, maintain and/or replace all equipment and materials at no extra charge to NDOC, unless such costs were from offender damage.

1.4.1. The proposing vendor shall propose a cost solution that will reduce costs for NDOC at facilities where the population is more than 10% under the available outlet capacity, therefore not utilizing the total number of outlets available. Cost adjustments can be negotiated monthly with the awarded vendor by an NDOC designee. Adjustments shall be determined based on the vendor’s proposal.

1.4.2. NDOC reserves the right to add and/or delete facilities, as applicable, for the life of the contract. The awarded vendor is expected to provide services to all applicable facilities. The offender population is subject to change during the life of the contract. Facilities may be opened or closed during the life of this contract. NDOC has approximately ten thousand offenders housed in separate facilities, the awarded vendor must be registered with the State of Nevada Controller’s office and the State procurement system, Nevada EPro. Bids must include documentation of compliance with Secretary of State Incorporation and Business License statutes. NDOC will administer the contract resulting from this RFP. The resulting contract will be for an initial contract term of four (4) years, anticipated to begin 09/08/2026, subject to Board of Examiners’ approval. The initial contract term will expire 09/07/2030, with an option to renew for an additional two (2) years, if in the best interest of the State and written approval of both parties. Contracts are subject to change based on fund appropriation and statutory requirements.

1.5. This section defines the minimum requirements to provide the requested service(s) to NDOC. Vendors may submit a proposal for any or for all the categories listed in the SOW. Vendors must clearly identify in their proposal the category or categories for which they are proposing.

2. PERFORMANCE REQUIREMENTS

2.1. The awarded vendor shall provide all service, equipment and turnkey installation for offenders incarcerated in the NDOC to allow the ability for inmates to view television on their in-cell television, as well as televisions located in dayrooms, and other areas as specified by each facility. The existing cabling to the units may be utilized in the installation process; however, it will be utilized at the risk of the awarded vendor. The system must be programmed to allow for controlled access viewing. Proposing vendors must possess all necessary certifications and licenses which are required to provide satellite television services and installation. The awarded vendor shall provide service to all facilities as listed. This must but not necessarily limited to the following:

A. Satellite program channels listed in the programming section of RFP.

B. No premium programming channels shall be included (HBO, Cinemax, Showtime, etc).

C. Suggested channels must not include programming that features graphic sexual content.

D. All facilities must have applicable local channel access.

E. A dedicated in-house channel to allow facilities to show live programing or their own video camera using the facility's DVD/VCR player.

F. A character generator allowing each facility to input general information messages that may be changed at 10, 20 or 30 second intervals.

3. EQUIPMENT INSTALLATION

3.1. The awarded vendor shall provide all necessary equipment to install a complete satellite system, supporting signals to all cells, dayrooms and/or other facility outlets.

3.2. All equipment must be the newest technology and state-of-the-art.

3.3. No used or refurbished equipment will be accepted.

3.4. This shall include, but may not be limited to, the following: digital receivers, modulators, amplifiers, splitters, taps, distribution cable, terminations, and/or any other necessary parts which may be needed. The awarded vendor must install, maintain and/or replace all equipment and materials at no extra charge to NDOC for the length of the contract that was not a result of offender damage.

3.5. An installation schedule must be provided with the proposal.

3.6. If the awarded vendor proposes repairs that include the installation of high and low voltage wiring, the installer must be a licensed Nevada contractor with a license in good standing with Nevada State Contractor’s Board or enlist the services of a licensed Nevada contractor. All facilities are wired with cable to cells. Use of existing or in-place cabling is at the risk of the awarded vendor. If any cabling work is required as part of any installation ,all new cables shall be installed by the vendor. Monthly invoices shall be reduced for each delay in installation.

3.7. The awarded vendor shall provide and install surge and lightening protection for all equipment to ensure uninterrupted signal.

3.8. Any special atmospheric conditions required for proper system operations will be provided by the awarded vendor and at no additional cost to NDOC.

3.9. All installation work must be performed during normal business hours at each facility or as directed by Facility Warden or designated facility staff.

3.10. Clean up and removal of all debris and packaging material(s) during work performed at the facilities is the responsibility of the awarded vendor. All NDOC property must be restored to its original condition. This includes damage caused by maintenance or installation personnel associated with the awarded vendor including repairs to walls, ceilings, etc., which will incur no additional cost to NDOC.

3.11. The awarded vendor will remove all equipment installed at any facility within thirty (30) calendar days following the expiration or cancellation of any contract resulting from this solicitation or the decision of the facility to drop cable services. Any wiring inside any facility shall not be removed and shall become the property of the facility.

4. MAINTENANCE OF SYSTEM AND TRAINING

4.1. An account executive shall be appointed who will act as a single point of contact for all television programming activities, inquiries, service requests and issues. The account executive must provide a telephone number (tollfree), fax number and e-mail address for all television programming issues. This information shall be included in the proposed vendor's proposal. Customer Service should be made available to NDOC for repairs or maintenance 24 hours per day, seven days a week, 365 days a year at any location. The awarded vendor will train a staff member at each NDOC facility. This information shall be included in the proposal.

4.2. Problems that cannot be corrected by the trained NDOC staff member shall be acknowledged by a service representative within four (4) hours following notification of a service request or television programming failure. The best effort must be made to NDOC regarding completion of the repairs or replacement during the first 24 hours following notification of a problem. NDOC shall be notified of progress and/or delays in progress until there is a resolution to the problem.

4.3. Signal down time cannot exceed 2% a month or a maximum of seven (7) days per year at any location. Quality issues must be completed and restored within 48 hours of notification of the problem. A signal outage will exist when one (1) or more regularly received channels cannot be reasonably viewed due to failure of the awarded vendor's owned equipment or failure of any installed wiring that shows no evidence of tampering, vendor will issue a credit to NDOC if vendor exceeds days per year at any location., the credit will be value relative and proportionate to the days of the month, for example one day in a thirty day cycle month will result in a 3.33 percent credit on the qualified invoice for that facility for that month.

4.4. An annual preventative maintenance visit shall be provided for each site. Results of the annual preventative maintenance visits will be provided to the NDOC designee handling the contract management.

4.5. If at any time during the term of the contract replacement equipment is needed, it must be equal or better functionality than the equipment being replaced.

5. PRICING OF SERVICE

5.1. New equipment is to be installed by the awarded vendor at no additional cost to NDOC. Prices for services shall be provided for each facility.

5.2. NDOC will review any requests for price increases only after the first (1 st) year of the contract. The requested increase shall be based upon a cost increase to the awarded vendor that was clearly unpredictable at the time of the proposal submittal and shall be directly related to the price of the product concerned. All cost increases should be fully documented and cannot exceed 5% per year. NDOC shall determine if the requested increase or an alternate option is in the best interest of the State.

6. HEALTH AND SAFETY STANDARDS

6.1. The awarded vendor shall comply with all applicable federal, state and local requirements for protecting the safety of the awarded vendor's employees, building occupants, and the environment.

6.2. No processes or materials shall be employed in such a manner that they will introduce hazards into the facility. All applicable standards of the Occupational Safety and Health Administration.

6.3. OSHA shall be followed when working in accordance with this RFP.

7. OTHER REQUIREMENTS

7.1. In addition to the work described in this RFP, any labor necessary to comply with Federal, State, County or Local standards and to satisfactorily complete the work, shall be performed and furnished by the awarded vendor.

7.2. Violation of, or conflict with, any code or standard requirements must be provided in your proposal.

7.3. No additional payment will be authorized due to labor, materials, equipment, or any other extra costs necessary to meet codes, standards, and regulations.

7.4. All materials, procedures, work schedules, etc. must be approved by NDOC.

7.5. The awarded vendor must ensure that, while at the facility, offenders do not have access to unauthorized telecommunication devices in accordance with NRS 209.417 and NRS 212.165.

7.6. Access is limited and may require an escort. Once the awarded vendor enters the facility with supplies, the awarded vendor should make sure that all supplies, equipment, etc. are brought in during initial entry into the facility.

7.7. An inventory list of all tools and/or equipment brought in by the awarded vendor may be required. It may be checked by the facility upon arrival and again upon leaving.

8. MANDATORY SITE VISIT REQUIREMENTS

8.1. Each company attending must pre-register by submitting the following:

8.1.1. Security Regulations acknowledgement.

8.1.2. Contractor Background must be completed, for each employee who will be attending the site visit. This must be filled out and signed by each person entering prison grounds. Failure to list all arrests and convictions is sufficient reason to deny entry into the facilities. Personnel convicted of a felony wi1l not be permitted to enter any correctional facility or institution.

8.1.3. PREA Zero Tolerance Policy form is required for each employee who will be attending the site visit.

9. LICENSING REQUIREMENTS

9.1. The awarded vendor must possess all necessary licenses and permits required by the laws of the State of Nevada business requirements and agree to maintain these licenses and permits in effect for the duration of the contract.

9.2. The awarded vendor must comply with all federal, state and local rules and regulations.

9.3. Proposals, which do not contain the required licensure, may be deemed non-responsive.

10. DOCUMENTION

10.1. Acceptance testing must be performed on all installed systems. Testing must be performed with equipment capable of printing results of each test. Printouts must include the date, time and test results. Final proof results must be submitted in a manner that is acceptable to FCC inspection criteria and include, but not be limited to, the following:

A. list of all equipment used in testing, B. summary of procedures used for each test, C. list of all channels carried, call sign, point of origin, reception method and classification, (4) summary of test showing pass or fail as well as individual test results, D. engineers report explaining test fails or marginal cause.

10.2. Account executive will furnish reports to the Inmate Services contact, including but not limited to:

A. detailed monthly incident tracking by facility with resolution timelines, and B. results of annual preventative maintenance visits by facility.

10.3. Vendors must submit a proposal for a minimum of one (1) category and region. Proposals submitted that they do not submit pricing for a minimum of one (1) category and region will not be accepted.

10.4. Regions are as follows:

A. North B. South.

10.5. Pricing must be listed as “per item”. Cost plus will not be acceptable. This pricing must include all freight/delivery/handling charges.

10.6. Awarded vendors must adhere to the standard NDOC delivery times. Vendors must list proposed delivery days and frequency of deliveries.

10.7. Timeliness shall be a weighted factor in the evaluation of the proposal responses for this RFP. Timeliness includes but is not limited to length of time for credit or replacement items for damaged or unacceptable products.

1. What is your return policy?_______________________________________

2. How long until credits are processed?_______________________________

3. What is your merchandise replacement policy?________________________ image1.png