61GCB-S2292 RFP - Final - Updated - 3-20.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Solicitation: 61GCB-S2292 For Board Room Video Conference Replacement

Release Date: 03/13/2023 Deadline for Submission and Opening Date and Time: 05/01/2023 @ 2:00 pm

Single point of contact for the solicitation:

Heather Moon, Purchasing Officer II Best Method: Email Address: hmoon@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-684-0179/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division on behalf of the Nevada Gaming Control Board (Board) is soliciting qualified vendors to provide an enterprise video conferencing system at the Board’s Carson City and Las Vegas (Grant Sawyer) offices. The awarded vendor will agree to develop, configure and install the video conferencing systems in both locations. The Board’s overall goal for the video conferencing system is to facilitate public meetings between the Board’s locations, by providing clear transmission and allowing adequate participation from the public and all attendees.

The State will conduct a Mandatory Walk-Through that will be held on Monday, March 27, 2023, @ 9:00 AM, for the Carson City Location. The mandatory walk-through will be held at:

LOCATION INFORMATION:

Gaming Control Board 1919 College Parkway Carson City, NV 89706

The State will conduct a Mandatory Walk-Through that will be held on Wednesday, March 29, 2023, @ 9:00 AM, for the Las Vegas Location. The mandatory walk-through will be held at:

LOCATION INFORMATION:

Gaming Control Board 555 E. Washington Ave. #2600 Las Vegas, NV 89101

All interested vendors must complete and return the “Pre-Registration Form for Mandatory Walk-throughs prior to the walk-through. Vendors must be pre-registered for the walk-throughs.

The resulting contract will be for a contract term of one (1) year, anticipated to begin upon approval of the Board of Examiners. Also, the Board anticipates executing a multiyear maintenance contract as a result of this RFP.

PROJECT BACKGOUND

The Board currently has existing video conferencing equipment in the stated locations; however, the equipment is antiquated, and does not adequately meet the Boards needs for public meetings and allowing the public to view meetings via the internet. For these reasons the Board is replacing its current equipment with a video conferencing system that can adeptly handle and respond to the communication demands of a public meeting.

CURRENT COMPUTING ENVIRONMENT

The video conferencing equipment will utilize the Boards existing data network. The Boards utilizes TCP/IP across all networks. CAT5-e and CAT6 cabling is used to connect the board rooms to the network.

AGENCY BACKGROUND

The Board is responsible for regulating Nevada's gaming industry 24 hours a day. Its purpose is to protect the stability of the gaming industry through investigations, licensing, and enforcement of laws and regulations; to ensure the collection of gaming taxes and fees, which are an essential source of state revenue; and to maintain public confidence in gaming. The Board implements and enforces the State laws and regulations governing gaming through seven divisions. The Board has offices in Carson City, Elko, Las Vegas, Laughlin, and Reno.

GOALS AND OBJECTIVES

The goal of this project is to procure and have installed an integrated video conferencing system in the Board’s Carson City and Las Vegas (Grant Sawyer) offices. Such video conferencing system should be able to interface with existing equipment in other Board offices. The system must be a turnkey solution to include equipment, software, installation, training, and maintenance. As much as possible the system should have the ability to be uninstalled and reinstalled in another future location by Board IT staff. This is in anticipation of the Board moving from Grant Sawyer to a new location.

SYSTEM REQUIREMENTS – TECHNICAL REQUIREMENTS

The video conferencing system must be able to provide real time high-definition audio and video between the two primary locations, Carson City and Las Vegas, as well as other Board offices that have video conferencing and to other locations outside the Boards network utilizing the Boards LAN, WAN and the internet. The system must be able to accept input from standard computer and audio/video equipment such as but not limited to laptop computers, DVD Players, video cameras and mobile devices such as tablets and smart phones. The system must have inputs to accept but not be limited to USB, VGA, HDMI and DisplayPort. The same outputs must also exist.

The system must be installed in a way that all wiring, cabling, plugs, jacks and other connectivity components must be as unobtrusive as possible. This can include running cables or wires under the carpet or in the ceiling once approved by Board IT staff.

SECURITY STANDARDS – SYSTEM REQUIREMENTS

The video conferencing system must use standard routable IP protocols to insure delivery and receipt of all video conferencing data to the correct destinations. The vendor must ensure that no external access to the video conferencing system can occur without Board IT staff taking action to allow so. The latest encryption standards and other data security services should be utilized to ensure that communications and system resources are kept secure and confidential.

REQUIREMENTS MATRIX

GCB Video Conf Requirements.xlsx – located within ‘Attachments’ tab in NevadaEPro.

SCOPE OF WORK

To ensure a successful implementation the vendor must procure and install an integrated video conferencing system in the Board’s two main public meeting rooms located in Carson City and Las Vegas (Grant Sawyer Building), Nevada respectively. The system must be a turnkey solution to include installation, software, all necessary displays, cameras, components, cables, and other materials. The system must be installed, configured, and tested to the Boards satisfaction. Additionally, a three to five-year maintenance agreement for support and maintenance of the entire system in both locations is needed. The system must be functional between both locations and other Board offices where video conferencing equipment exists. Further, the system must have the ability to communicate with external video conferencing systems.

The vendor must provide training on the startup, shutdown, and daily operation of the system as well as training for troubleshooting issues prior to engaging the vendors support mechanisms. Staff in Carson City and Las Vegas will need to be trained.

The vendor shall perform adequate testing, to be determined by the Boards IT staff, and involve the Board staff in that testing.

The vendor shall provide weekly statuses to Board staff on project progress and issues.

Any project changes must go through a vendor supplied change management system and be approved by Board IT staff before being implemented.

Vendor must assume responsibility for the following:

Installation and implementation of new video conferencing software/hardware Training Board staff on the new system Managing the implementation of the new system Acceptance testing Project staffing.

GENERAL REQUIREMENTS

Ability to connect to H.323 Connection

Ability to have real time content sharing capabilities

Ability to communicate with other vendors video conferencing systems, both hardware and software

The system shall utilize the latest encryption standards and other data security services to ensure that communications and system resources are kept secure and confidential

The system shall support a wide variety of standard network interfaces to facilitate connectivity to various types of networks

Ability to add and use in conference, on screen titles for people, agenda items, locations etc. Titles must be selectable during the conference as needed.

VIDEO REQUIREMENTS

Cameras with 4K or higher resolution 4 cameras minimum for entire room and podium in each location Cameras for each side table and dais seat (6), 8 per room, 16 total 2 XLR Inputs (For media to connect to) per location, 4 total Ceiling mounted Displays Display mounted on podium in both rooms (will require new podiums) Displays for each dais seat (6) per room, 12 total One display for each side table (2) in each room, 4 total

FUNCTIONALITY

The system shall support a wide range of the latest video formats and industry standards

The system shall support but not be limited to the following formats and standards:

261, H262, H263+, H.263++, H264 video standards MPEG, MPEG2 and MPEG4 video formats CIF, SIF, 4CIF, VGA, SVGA, XGA display resolution

Ability to support a wide range of the latest standard interfaces for outputting digital/analog audio and video to external equipment

Ability to support a wide range of the latest interfaces for accepting digital analog audio and video input from external sources

The system shall be able to show or share content from a desktop or laptop

The system shall have the ability to share presentation data from applications such as but not limited to Microsoft PowerPoint, Excel, Word, and drawings on a digital whiteboard in real time to local and remote site(s)

The system shall have the ability to support latest standard video resolutions

Camera's must be able to be preset to a particular position, zoom and angle or manually controlled as needed

A minimum of two large displays must be included to allow each location to view the images being projected by the cameras in the other location

Ability to stream content to internal network and Internet

Ability to whitelist specific IP addresses who are allowed to connect for video/audio conferencing

Ability to control access to live streaming/recorded video by user or IP, ability to report on viewership

AUDIO REQUIREMENTS EQUIPMENT

Speakers for behind dais (2) for each room, 4 total Speaker in ceiling (4 Las Vegas, 2 Carson City) The video conferencing system shall deliver superior audio quality to all connected systems or equivalent Transciber audio access from dais ADA Audio access

Ability to shall support a wide range of the latest audio industry standards and digital formats

Ability to decipher multiple, simultaneous conversations and be able to distinguish which side of the room people are talking from

The system shall have built in echo cancellation and other noise suppression functionality

The system shall have 360º audio pickup capacities sensitive enough to pickup whispers and smart enough to eliminate noise

The system must include at least 9 microphones in each location and a minimum 11 Long Neck microphones (6 for the dais and 3 for podium in each location. All microphones must be able to be muted at the central console or by the person sitting in front of the microphone with master control at the console

2 Portable wireless microphones

1 Lavalier microphones

CONTROL REQUIREMENTS EQUIPMENT

Ability to control all equipment and settings remotely

Tablet based meeting and equipment control.

The control system must have an easy to navigate graphical user interface

The control system must have a touch panel interface

Ability to control a video conferencing session from either control unit

Ability to turn on/off all equipment including camera's, displays, controllers and other devices in either location

Ability to control the system from a Windows, Apple, or Android app.

Ability to control and manage all sites participating in a video conference session from a single location/remote (volume, camera, etc.)

OPTIONAL FUNCTIONALITY

Ability for the video conference system to integrate with Microsoft Exchange for scheduling and inviting participants to a video conference.

Ability to have cameras focus on the current speaker automatically

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services Terms and Conditions for Goods

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

Mandatory Walk Document Due……………………………………………………….……………...03/20/2023 Mandatory Walk Carson City………………………………………….…………………. At 9:00 am 03/27/2023 Mandatory Walk Las Vegas ………………………………………….…………………At 9:00 am 03/29/2023

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Proposed Equipment……………………………………………………………………………………………...15

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

Presentations

Following the evaluation and scoring process specified above, the State may require vendors to make a presentation of their proposal to the evaluation committee or other State staff, as applicable.

The State, at its option, may limit participation in vendor presentations to vendors above a natural break in the relative scores from technical and cost scores.

Following the presentations, the combined technical, cost, and presentation scores will become the final score for a proposal.

The State reserves the right to add additional criteria or presentations.

The State reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

Successful design and implementation of video conferencing systems including compatibility with cloud based systems such as Zoom, Microsoft Teams, Webx, etc.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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