8-A - RFP Overview.docx

Request for Proposals for Sports Video Technology Issued by the State of Utah and Alpine School District Solicitation Number DL27-100

REQUEST FOR PROPOSALS

for Sports Video Technology

Issued by The State of Utah Division of Purchasing and General Services and Alpine School District

In collaboration with

SOLICITATION NUMBER DL27-100

RFP WEBSITE: Bonfire Portal

Attachment A

RFP OVERVIEW

1. INTRODUCTION

This Request for Proposals (RFP) is being issued by the State of Utah Division of Purchasing and General Services and Alpine School District (“Lead Entity”) in collaboration with the Procurement Professionals Alliance RFxPremier cooperative purchasing program. The purpose of this RFP is to establish one or more Master Agreements for Sports Video Technology.

This solicitation is for Sports Video Technology, meaning the complete capability by which an athletic program captures games and practice video, stores and manages it, reviews and analyzes it, and shares it with others. Coaches and athletic staff at K-12 school systems, colleges, and universities rely on these solutions to review game film, evaluate athlete performance, edit and distribute video, and broadcast events to their communities.

About RFxPremier RFxPremier is a division of the Procurement Professionals Alliance (PPA), a non-profit association dedicated to advancing public procurement through leadership, excellence, and integrity. In accordance with RFxPremier’s Lead Entity Model, the Lead Entity is issuing this RFP, evaluating responses, and establishing Master Agreements with the support and assistance of a Sourcing Team, representing a broad range of perspectives that ensure the RFP incorporates best practices recognized by public entities across the country.

Participation in RFxPremier Master Agreements is convenient and cost-effective for Eligible Entities—including all states (as well as the District of Columbia and US territories), cities, counties, districts, other political subdivisions of any State, Institutions of Higher Education, K-12, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes/tribal organizations, or nonprofit organizations—and suppliers, with no membership or registration required.

More information about PPA, RFxPremier, and the RFxPremier Lead Entity Model can be found at www.p2alliance.org and www.rfxpremier.org and in Attachment F, Participation Information.

2. GENERAL INFORMATION AND INSTRUCTIONS

A. RFP Contact. The following individual is the sole contact for this RFP:

Dylan Latimer State Contract Analyst Utah Division of Purchasing & General Services, Department of Government Operations dlatimer@utah.gov

B. RFP Website. The following website is the sole official source for RFP information and updates:

https://purchasing.utah.gov/ C. RFP Documents. This RFP consists of this RFP Overview, the following attachments, and any information or materials posted by the Lead Entity to the RFP Website, as amended:

1. Attachment A, RFP Overview

2. Attachment B, RFP Terms and Conditions

3. Attachment C, Scope of Work

4. Attachment D, RFP Evaluation Plan

5. Attachment E, Sample Master Agreement

6. Attachment F, Participation Information

7. Attachment G, Protest Information

8. Attachment H, Proposed Modifications to Sample Master Agreement

9. Attachment I, Data Protection Provisions

10. Attachment J, Offeror Technical Response and Proposal Worksheet

11. Attachment K, Offeror Cost Response and Proposal Worksheet

12. Exhibit 1, State of Hawaii Sample Participating Addendum Terms

D. Important Dates.

1. RFP Open Date: Tuesday September 29, 2026

2. RFP Q&A Deadline: Tuesday November 10, 2026, 3 p.m. Mountain Time

3. RFP Close Date: Tuesday November 17, 2026, 3 p.m. Mountain Time

4. Intent to Award: After Monday December 7, 2026 Dates and deadlines are subject to change. Offerors should continue checking the RFP Website for the most up-to-date information.

E. How to Ask Questions.

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. For questions about the content of this RFP, submit your questions through the Q&A function or send your questions via email to the RFP Contact. Questions must reference the specific section of the RFP to which the question relates.

3. For assistance with technical issues associated with the RFP Website, use help link within Bonfire portal.

F. How to Respond.

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. Prepare a proposal that:

a. Follows the requested format;

b. Includes the Solicitation Number on all materials making up the proposal;

c. Addresses each question and request for a response in this RFP, including all questions in Attachment J, Offeror Technical Response and Proposal Worksheet and Attachment K, Offeror Cost Response and Proposal Worksheet

d. Clearly demonstrates your ability to meet the Scope of Work described in Attachment C, Scope of Work; and

e. Includes all required submissions identified in Section 4.

3. Submit your proposal by the RFP Close Date through the RFP website (Bonfire).

3. SCOPE OF WORK

A detailed description of the Deliverables being sought through this RFP is attached as Attachment C, Scope of Work.

The scope of this RFP and its resulting Master Agreement(s) is intended to benefit all states (as well as the District of Columbia and US territories), cities, counties, districts, other political subdivisions of any State, Institutions of Higher Education, K-12, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes/tribal organizations, or nonprofit organizations. Therefore, Offerors should not interpret the Scope of Work to be associated with or limited to any specific purchase, implementation, project, need, or program within the Lead Entity or any other eligible entity. Proposals should be generally applicable to all potential Participating Entities and Purchasing Entities, except where specificity is requested.

The initial term of the Master Agreement(s) resulting from this RFP is anticipated to be 5 years.

4. OFFEROR RESPONSE

A. Required Submissions. The following must be submitted with your proposal:

1. Any response required to be submitted directly through the RFP Website;

2. Completed Attachment J, Offeror Technical Response and Proposal Worksheet

3. Completed Attachment K, Offeror Cost Response and Proposal Worksheet

4. Completed Attachment H, Proposed Modifications to Sample Master Agreement

5. Cost breakdown showing how each Section 4a and 4b price was calculated (separate file)

6. Product Catalog and Price List (Attachment K 4d)

B. Additional Submissions. The following may be submitted with your proposal, if necessary:

1. Redlined copy of Attachment E, Sample Master Agreement, if proposing modifications

2. Redacted copy of proposal clearly marked as such, if claiming confidential, proprietary, or protected information C. Other Documents. The following are informational only and do not need to be submitted with your proposal:

1. Attachment A, RFP Overview

2. Attachment B, RFP Terms and Conditions

3. Attachment C, Scope of Work

4. Attachment D, RFP Evaluation Plan

5. Attachment E, Sample Master Agreement

6. Attachment F, Participation Information

7. Attachment G, Protest Information

8. Attachment I, Data Protection Provisions

9. Exhibit 1, State of Hawaii Sample Participating Addendum Terms (informational)

5. EVALUATION AND AWARD PROCESS

A. Proposals will be sealed until the RFP Close Date. After opening, proposals will be evaluated in stages as set forth in this section and further detailed in Attachment D, RFP Evaluation Plan.

1. Stage 1: Initial Responsiveness Evaluation. Proposals will be reviewed for completeness and initial responsiveness. Proposals omitting required documents or responses may be rejected in accordance with Attachment B, RFP Terms and Conditions.

2. Stage 2: Mandatory Minimum Requirements Evaluation. Complete and responsive proposals will be reviewed for compliance with mandatory minimum requirements. Proposals failing to meet or exceed all Mandatory Minimum Requirements identified as mandatory questions on the RFP Website (Bonfire) and in Attachment D, RFP Evaluation Plan may be rejected in accordance with Attachment B, RFP Terms and Conditions.

3. Stage 3: Technical Criteria Evaluation. Proposals meeting or exceeding the Mandatory Minimum Requirements will be evaluated against the Technical Criteria set forth in Attachment D, RFP Evaluation Plan. The Lead Entity and Sourcing Team will score the Technical Criteria, then determine which proposals will proceed to Stage 4: Cost Evaluation. Offerors must score a minimum of 455 points to advance to Stage 4: Cost Evaluation.

4. Stage 4: Cost Evaluation. Cost Proposals for proposals not rejected following evaluation of Technical Criteria will be evaluated based on Attachment K, Offeror Cost Response and Proposal Worksheet, Section 4a and Section 4b. Of the 300 cost points available, Section 4a (Indoor Gymnasium) is worth 150 points and Section 4b (Outdoor Athletic Field) is worth 150 points. Each scenario is scored independently, and the two scores are added to produce the Offeror's total cost score.

a. For each scenario, points are assigned based on the lowest proposed price for that scenario among Offerors that advanced to Stage 4. The Offeror with the lowest proposed price for a scenario will receive 100% of that scenario's points (150 points).

b. All other Offerors will receive a proportional share of that scenario's points based on the ratio of the lowest proposed price to the Offeror's proposed price. The formula to compute the points for each scenario is: 150 × (Lowest Proposed Price / Offeror's Proposed Price). An Offeror's total cost score is the sum of its Section 4a and Section 4b scores.

c. The Lead Entity reserves the right to modify this formula or assign a nominal value to any zero or non-conforming price entry if application of the formula results in an error, negative numbers, or an unreasonably skewed distribution of points. Cost Proposals may also be subject to an independent review for reasonableness and best value by the Lead Entity. Costs determined not to be reasonable or best-value by the Lead Entity may result in all or part of the Offeror's proposal being rejected, notwithstanding the results of the Cost Proposal evaluation.

5. Scores from Attachment J, Offeror Technical Response and Proposal Worksheet and Attachment K, Offeror Cost Response and Proposal Worksheet will be combined to obtain a final overall score out of 1,000 points.

6. Offeror must obtain a minimum combined score of 650 of 1,000 points to be eligible for award. Awards will not be ranked.

7. Prior to announcement of awards and execution of Master Agreements, the Lead Entity will issue an Intent to Award recommendation to RFxPremier for approval of the proposed awards.

8. Following approval of RFxPremier, Awarded Offerors will proceed with review and execution of Master Agreements.

Attachment A, RFP OVERVIEW

ATTACHMENT A, RFP OVERVIEW

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