Amended RFP S000000077 Broadcast Automation System 12.16.21.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

REQUEST FOR PROPOSAL (MAP)

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000077 Solicitation Issued:

December 9, 2021

Description: Broadcast Automation System

Department: Arkansas PBS

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Proposal Opening Date: January 7, 2022 Proposal Opening Time: 1:00 PM, Central Time

Proposal submissions for this Request for Proposal must be submitted through ARBuy, the State’s eProcurement system. It can be accessed at https://arbuy.arkansas.gov. Proposals received after the submission deadline may be rejected as untimely. See Section 1.2 for information regarding Live Proposal Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Brandi Schroeder Buyer’s Direct Phone Number: 501-682-4169

Email Address: Brandi.Schroeder@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Brandi.Schroeder@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Public Broadcasting System (AR-PBS) to obtain pricing and a contract for its master control broadcast automation system and related support services.

Any contract awarded will be awarded to the Prospective Contractor determined to have submitted the proposal that is the most advantageous to the State.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not AR-PBS.

1.2 LIVE PROPOSAL OPENING

Use the information below to view the proposal opening online.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/85678598883?pwd=Q21kQS9wMlVpQnN6Ny81UzBTbzhEdz09 Meeting ID: 856 7859 8883 Meeting Password: 212719 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 TYPE OF CONTRACT

A. As a result of this RFP, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is March 18, 2022, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.4 SOLICITATION SCHEDULE

A. For informational purposes, TSS OSP is providing a Solicitation Schedule; however, dates listed and noted with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State. All times listed are Central Time.

TABLE A: TENTATIVE SOLICITATION SCHEDULE

ACTIVITY DATE

RFP Release to Prospective Contractors December 9, 2021

Bidders Conference December 13, 2021 @ 1:00 pm

Deadline for Prospective Contractor Questions December 14, 2021 @ 4:00 pm

Answers to Questions Posted to ARBuy* December 17, 2021

Proposal Due Date January 7, 2022 @ 1:00 pm

Initial Proposal Evaluation* January 14, 2022

Interviews* January 20-21, 2022

Final Proposal Evaluation* January 21, 2022 https://arkansas-gov.zoom.us/j/85678598883?pwd=Q21kQS9wMlVpQnN6Ny81UzBTbzhEdz09 https://arkansas-gov.zoom.us/j/85678598883?pwd=Q21kQS9wMlVpQnN6Ny81UzBTbzhEdz09

Discussions Kick Off Meeting* January 26, 2022

Finalize Discussions* February 7, 2022

Post Anticipation to Award* February 8, 2022

Portal Submission February 23, 2022

ALC Review March 18, 2022

Award Contract* March 18, 2022

1.5 BIDDERS CONFERENCE

A. TSS OSP will host a bidders conference to provide additional information and clarification regarding the RFP.

1. The conference will take place on the date and time listed in Section 1.4 Table A.

2. The conference is important for Prospective Contractors to understand the tasks a Prospective Contractor shall complete when submitting a proposal (“Submission Requirements”).

3. Prospective Contractors may attend the conference via Zoom.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/85686141138?pwd=WXlUZmJ3VVcxbjJaV0JtK1NURmJsUT09 Meeting ID: 856 8614 1138 Meeting Password: 778688 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

4. The bidders conference presentation will be posted to the Solicitation posting in ARBuy.

1.6 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the

Solicitation posting in ARBuy by the date and time listed in Section 1.4 Table A.

1. Prospective Contractors must be registered in ARBuy in order to submit questions.

2. For each question submitted, Prospective Contractor should reference the specific Solicitation item number to which the question refers.

3. Prospective Contractors’ written questions will be consolidated and responded to by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the Solicitation posting in ARBuy by the close of business on the date provided in Section 1.4, Table A. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Proposal. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a proposal.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the proposal opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.7 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

https://arkansas-gov.zoom.us/j/85686141138?pwd=WXlUZmJ3VVcxbjJaV0JtK1NURmJsUT09 https://arkansas-gov.zoom.us/j/85686141138?pwd=WXlUZmJ3VVcxbjJaV0JtK1NURmJsUT09

B. “Prospective Contractor” means a responsible offeror who submits a proposal in response to this solicitation.

C. The terms “Request for Proposal,” “RFP,” and “Solicitation” are used synonymously in this document.

D. “Requirement” means something required.

E. “Responsive Proposal” means a proposal submitted in response to this solicitation that conforms in all material respects to this RFP.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to Arkansas PBS.

1.8 RESPONSE DOCUMENTS

A. All proposal responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Technical Proposal Packet

1. Responses within the Information for Evaluation and Exceptions sections must not contain the Prospective Contractor’s name or any other identifiers, including without limitation names of staff members, projects, products, and addresses.

2. Prospective Contractors shall utilize the Technical Proposal Packet to submit their responses.

3. The following items are proposal Submission Requirements and must be submitted as part of a Prospective Contractor’s proposal response.

a. Signed Proposal Signature Page. Signature may be ink or digital. (See Technical Proposal Packet.)

b. Technical Proposal response to the Information for Evaluation section included in the Technical Proposal Packet. Proposal response must be in the English language.

c. Completed Pricing Response.

i. Prospective Contractors shall complete the Official Solicitation Price Sheet attached to solicitation posting in ARBuy as specified one the Official Solicitation Price Sheet.

ii. Prospective Contractors shall submit Solution and Pricing Response for broadcast automation system components only. Additional service and product offers (along with pricing) should be included in the Recommended Options subsection of the Technical Proposal Packet.

iii. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

4. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s proposal:

a. EO 98-04: Contract and Grant Disclosure Form.

https://arbuy.arkansas.gov/

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

5. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

C. Redacted Copy of the Technical Proposal Packet and Completed Pricing Response

1. One (1) redacted (marked “REDACTED”) copy of the Prospective Contractor’s proposal response (see Section 6 of the Solicitation Terms and Conditions referenced in Section 1.10.)

1.9 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this RFP by listing them on the Exceptions Form (see Technical Proposal Packet), Prospective Contractor understands and agrees its submission of a proposal to represent that its proposal meets all such Requirements.

B. A Prospective Contractor’s proposal may be rejected if a Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this RFP.

1.10 ADDITIONAL TERMS AND CONDITIONS

A. This RFP incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (see Technical Proposal Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms):

https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s proposal may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 1.10.A and 1.10.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/

SECTION 2 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 OBJECTIVES

The Arkansas PBS (AR-PBS) seeks to obtain pricing and a contract with a qualified vendor to provide its master control broadcast automation system (BAS) and related support services as specified within the

RFP.

AR-PBS will be installing a replacement Harmonic Spectrum X broadcast server simultaneously with the BAS. For reference, see Attachment A: Proposed Broadcast Server Diagram for AR-PBS’s expectation for the broadcast server installation.

This RFP is a re-solicitation of S000000059 to obtain accurate proposals and pricing for the required broadcast automation system. AR-PBS has issued a separate IFB, S000000058, for the required broadcast server with which the resulting BAS must integrate. Prospective Contractors shall not submit proposals and pricing for server components. For this RFP, AR-PBS requires more advanced features then the standard product that is optionally available with the server by Harmonic.

AR-PBS will undertake the physical installation of the server and BAS onsite but will require installation assistance, training, and ongoing support services for the BAS as part of the resulting contract.

2.2 CURRENT ENVIRONMENT

The BAS will replace the Harris Automation platform currently in use by AR-PBS and must be supplied, at minimum, with the system architecture and hardware specified in this RFP.

2.3 PROSPECTIVE CONTRACTOR MINIMUM QUALIFICATIONS

A. Prospective Contractors shall have experience implementing broadcast automation systems of similar size and scope as specified in the RFP and with similar clients.

B. Prospective Contractors shall have implemented at least one (1) BAS for a PBS station with full Myers Protrack integration.

C. Prospective Contractors shall have qualified and tested the proposed BAS live log and BXF interface with Myers Protrack.

2.4 GENERAL REQUIREMENTS

A. The Contractor shall provide all required components of the BAS within the timeframes specified by

AR-PBS.

B. The Contractor shall adhere to all applicable State and federal, laws, regulations, policies, and industry standards.

C. The Contractor shall coordinate all aspects of delivery, installation, training, and support of the BAS with AR-PBS.

2.5 OVERALL BAS REQUIREMENTS

A. The BAS must be capable of running a total of four primary logs for PBS, Create, KIDS, and World channels with the ability to provide split logs to feed Live Linear Stream (LLS) for PBS and Create.

B. The BAS must be interfaced to a Harmonic Spectrum X server that will have completely mirrored hardware architecture with the main channels feeding the Broadcast air chain and the backup feeding the LLS chain.

1. The main and backup chains must primarily run in parallel for redundancy protection with identical logs.

2. The backup chain must be able to initiate a split when needed to provide alternate programing to the LLS chain.

C. The BAS must have the capability for the PBS and Create channels to operate in a manual assist mode either through its own control interface or via the Harmonic Spectrum X Media Studio interface.

1. The BAS must allow the operator access to modify the log by deleting, adding, or inserting events manually into a break.

D. The BAS must have the capability for the KIDS and World channels to run fully automated with the ability to upgrade to manual assist operation in the future.

E. The BAS must have three (3) preparation workstations that ideally will be able to operate on the same workstations as the Harmonic Spectrum X Media Studios being used for server record and playback for production and ingest.

1. Two (2) of these workstations will reside in AR-PBS production control rooms so content can be locally recorded direct to the Spectrum X server and prepared for air.

2. The third workstation will reside in the master control suite and perform media preparation functions as well as automated feed record and ingest.

3. If the BAS cannot share these workstations, the Contractor shall provide separate hardware.

F. As well as providing channel automation and media preparation the BAS must also provide a software package for automated feed control, record, and scheduling.

1. AR-PBS will provide the sources from its Black Magic Design Universal Video Hub 288 router and the BAS must provide full router control to the Spectrum X record ports dedicated for program feed ingest.

G. As part of the Harmonic Spectrum X server control, AR-PBS will be providing one computer workstation per channel for with a touch screen Media Studio Graphical User Interface (GUI) as a manual interface for interacting with the media ports master control switcher engine. A second monitor port will be available for log display if the BAS can run its applications on this hardware.

1. If the BAS being proposed cannot share this workstation, the Contractor shall provide hardware for automation list control and log display.

2.6 BAS WORKFLOW

A. The BAS must operate to support both production and broadcast needs at AR-PBS and must interface with two independent Media Asset Management (MAM) systems

B. The BAS must interface with the AR-PBS Production MAM that utilizes CAT-DV for storage and file management.

1. CAT-DV must be able to access the Spectrum X storage volumes and directories to identify and locate content as well as transfer material for broadcast playout and production use.

C. The BAS must be able to interface with the production MAM that uses Storage DNA controlled via CAT-DV to transfer media assets to and from archive.

D. The BAS must interface with the AR-PBS Myers – Protrack scheduling system which forms the backbone of the broadcast MAM.

E. The BAS must be able to interface with the broadcast MAM that uses Q-Star controlled via Protrack to transfer media assets to and from archive.

2.7 BAS AUTOMATION REQUIREMENTS

A. AR-PBS will implement the Spectrum X server initially using a BAS that can act as a bridge to join the production and broadcast MAMs together and provide future Media Objective Server (MOS) production automation capabilities. The BAS must be provisioned with the features specified in this subsection.

B. The BAS must provide a “Live Log” interface with Myers Protrack for all Media Studio Channels operating under automated control.

C. The BAS must be compatible with .BXF metadata standards and .MXF video file formats.

D. The BAS must be able to operate parallel logs for redundancy between the mirrored Spectrum X master control channels.

E. The BAS must be able to support split logs for independent operation of broadcast and LLS for each of the mirrored Spectrum X master control channels.

F. The BAS must initially be required to operate four (4) mirrored Spectrum X master control channels with split capacity for the AR-PBS sub channels, PBS Network, Create, Kids, and World with the expansion capacity to add automation to an additional four (4) future channels.

G. The BAS must be fully compatible with Myers Protrack 7.0, the version that AR-PBS currently operates.

H. The BAS must interface with the AR-PBS Blackmagic Design Universal Videohub 288 router for source input control for the Spectrum X master control channels.

I. The BAS must be provisioned with an interface to schedule, remotely control, and record via the mirrored master control Spectrum X Record/Replay channels, the AR-PBS video delivered program feeds.

J. The BAS must be provisioned with a minimum of eight (8) General Purpose Interface (GPI) controls and eight (8) 232 / 422 Serial Digital control outputs for legacy equipment control.

K. The BAS must have the ability to add optional external serial and General-Purpose Interface (GPI) device control if required in the future.

L. One computer will be provided by AR-PBS for each subchannel for operators to interact with and manipulate the automation logs for all Media Studio control on each of the Spectrum X master control channels as well as provide a log and control panel display output.

1. The Main OTA and mirrored Backup LLS Spectrum X master control channel automation logs for each Master Control program subchannel and the Media Studio Software control interface must be able to be controlled by that computer.

M. The BAS must have the ability to interface with and control all functions inclusive of the keying, Digital Video Effects (DVE), switching, audio mixing available within the Harmonic Spectrum X Media Studio playout port or Master Control engine.

N. If the Contractor has a MAM option that fully integrates with their automation platform and can offer AR-PBS the opportunity to merge their existing independent broadcast and production MAMs onto one unified platform, the Contractor shall provide optional MAM upgrade details and pricing based on ten (10) web user and ten (10) enterprise fixed desktop licenses with ongoing annual support in the Recommended Options subsection of their response.

2.8 MASTER CONTROL FUNCTIONS

A. The BAS must be able to control the following features within the Media Studio master control channels via triggers in the automation log:

1. Automatic two-dimensional (2D) Digital Video Effect (DVE) triggers during an EAS event to squeeze back the program video, so it is not obscured or covered by video graphics while alerts and warnings are displayed

2. Capability to import Hyper Text Markup language (HTML) graphics from a web page and display it as a key and display weather radar images and other public safety maps and display material during EAS events

3. Ability for an operator to manually create and display a text crawl as a key, including controlling the text crawl font size, font selection, text crawl positioning height on the screen, and text crawl speed

4. Capability to key full screen slates, lower 1/3 banners, station branding, and bugs.

a. This functionality must allow the keyed images to be stored as recallable graphics files or clips

5. Keying functions for a minimum of eight (8) keyers controlled autonomously via EAS or via the BAS by using triggers in the automation log or manually by an operator through the Media Studio control interface

a. One (1) keyer dedicated to EAS and three (3) keyers available for HTML images, crawls, station branding, and identification

6. Macros to trigger multiple keys and DVE events simultaneously to create a customized presentation for EAS alerts and warnings, special events, sports events, and pledge events controlled via autonomous trigger from the EAS and BAS using triggers in the log as well as manually

7. Full manual control or automation assisted operation of the video playout, master control switching and audio mixing, keys, and video effects for all the Media Studio channels

8. Video sources feeding the master control channel controlled either manually through the Media Studio GUI or via the BAS by utilizing event cues in the log

B. The BAS must provide Emergency Alert System (EAS) functionality uniformly across all Media Studio channels for required weekly and monthly tests so they can be scheduled as an event triggered from the automation log.

C. The BAS must control all the presentation elements required to display an emergency alert inclusive of keys, DVE pushback, text crawls, and audio voice overs

2.9 RECORD/REPLAY FUNCTIONS

A. The BAS must be able to control the following Spectrum X Record/Replay channel features for media preparations:

1. Router control and source input selection for the Spectrum X Record/Replay channels

2. Autonomous BAS record schedule automation of the Spectrum X Record/Replay channels designated for feed ingest

3. Manual operation of the Spectrum X Record/Replay channels designated for production use via a Media Studio GUI as well as remotely via a Grass Valley Korona video switcher or future MOS automation system

B. Unless the Contractor supplies its own application to reside on the record/replay workstation supplied by AR-PBS or provides a stand-alone hardware solution, the BAS must interface directly with Spectrum X for media preparation.

1. The Spectrum X will be supplied with Spectrum Media Studio software that will allow AR-PBS to create a Graphical User Interface (GUI) to manually control the video playout, record and create a simple playlist, and trim in and out points on media residing on the server. AR-PBS will supply the computer hardware, monitor, and peripheral equipment for the GUI control stations.

2.10 INSTALLATION AND COMMISSIONING REQUIREMENTS

A. Prospective Contractor shall propose a fully developed Installation and Commissioning Plan during the Discussions phase.

B. Unless otherwise approved by AR-PBS, the BAS must be fully functional by April 1, 2022.

C. During physical installation, the Contractor shall provide remote technical phone support as scheduled by AR-PBS.

D. During physical installation, the Contractor shall provide a BAS support engineer to assist with full system commissioning onsite.

E. The Contractor shall provide an installation documentation package with connection drawings.

2.11 TRAINING REQUIREMENTS

A. Prospective Contractor shall provide a proposed Training Plan during the Discussions phase.

B. Training must be completed within thirty (30) days of delivery or as otherwise approved by AR-PBS.

C. The Contractor shall provide onsite operations training on the BAS to include:

1. Loading, editing, and operating a playlist manually

2. Live Log adaptation and creating log changes through Protrack

3. Creating and entering automation cues manually or via Protrack to control keyers, source routing, switching and transition types, audio up-mixing, and macros

D. The Contractor shall provide all training sufficiently in advance to the go-live date established by AR- PBS that all specified staff have had enough exposure to proficiently use the system.

E. The Contractor shall develop and provide curriculum and training materials sufficient for AR-PBS personnel to utilize the BAS efficiently.

2.12 ONGOING SUPPORT REQUIREMENTS

A. Prospective Contractor shall propose an annually renewable, Ongoing Technical Support Plan during the Discussions phase.

B. The Ongoing Technical Support Plan must begin on the go-live date established by AR-PBS and must include, at minimum:

1. 24 hours per day, 7 days per week technical phone support

2. Software and firmware upgrades

a. AR-PBS will pay for parts out of warranty as needed

b. Express RMA on parts should not be required because of the fully mirrored and redundant system architecture.

2.13 PERFORMANCE STANDARDS

A. State law requires that qualifying contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 3 – SELECTION

• Do not provide responses to items in this section.

3.1 SELECTION PROCESS

A. TSS OSP will review each Technical Proposal Packet to verify submission Requirements have been met. Technical Proposal Packets that do not meet submission Requirements will be rejected and will not be evaluated.

B. The State will conduct cost checks based on the cost submitted by each Prospective Contractor on the completed Pricing Response.

1. After proposal opening, the State may invite Prospective Contractors who submitted a Responsive Proposal with a proposed cost that falls twenty-five percent (25%) or more from the average submitted cost to justify their submitted cost.

C. Should the State request clarification and/or additional information regarding cost and/or the submitted proposals, Prospective Contractors shall provide clarification and/or additional information as specified by the State.

D. A Department-appointed Evaluation Committee will evaluate and score qualifying Technical Proposals. Evaluation will be based on Prospective Contractor’s response to the Information for Evaluation section included in the Technical Proposal Packet.

1. Members of the Evaluation Committee will individually review and evaluate proposals and complete an Individual Score Worksheet for each proposal. Individual scoring for each Evaluation Criteria will be based on the following Scoring Description.

SCORE DESCRIPTION

The response provides metrics clearly establishing that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides metrics suggesting that the Prospective Contractor’s level of performance may be acceptable, but it does not clearly establish that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides metrics clearly establishing that the Prospective Contractor is unreliable and incapable of fully performing the required services.

2. After initial individual evaluations are complete, the Evaluation Committee members will meet to discuss their individual ratings. At this consensus meeting, each member will be afforded an opportunity to discuss his or her rating for each evaluation criteria.

3. After Evaluation committee members have had an opportunity to discuss their individual scores with the committee, the individual Evaluation committee members will be given the opportunity to change their initial individual scores, if they feel that is appropriate.

4. The final individual scores of the Evaluation Committee members will be recorded on the Pre- Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

5. Other agencies, consultants, and experts may also examine documents at the discretion of the Department.

E. The Evaluation Committee will interview and score each Prospective Contractor that meets Submission Requirements. Evaluation will be based on Prospective Contractor’s response and follow up questions presented during the interview.

1. After each interview, the Evaluation Committee members will individually review and evaluate the interview and complete an Individual Score Worksheet for each interview. Individual scoring for each interview will be based on the Scoring Descriptions in 3.1.B.1.

2. After all interviews are complete, the Evaluation Committee members will have the opportunity to discuss the interviews and change their individual interview scores on the Post-Interview Consensus Score Sheet, if they feel that is appropriate.

3. The final individual scores of the Evaluation Committee members will be recorded on the Post- Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

F. During the final consensus meeting, cost information will be provided to the Evaluation Committee members to allow the Evaluation Committee to determine if moving forward with the highest-ranking Prospective Contractor is the most advantageous to the State.

G. TSS OSP will provide proposals and cost information submitted by the interviewed Prospective Contractors, along with the Evaluation Committee’s recommendation, to the AR-PBS for review and approval.

H. The State will move forward to Discussions with the highest-ranking, responsible Prospective Contractor determined reasonably susceptible of being selected for award based on the Grand Total Score for each proposal unless an alternate decision is made under 3.1.F or 3.1.G.

3.2 EXPLANATION OF THE SUBSECTIONS OF THE TECHNICAL PROPOSAL

A. Experience

1. The Experience sub-section included in the Technical Proposal Packet allows Prospective Contractors to differentiate themselves based on their experience, technical capability, and understanding of the State’s specific needs.

2. Prospective Contractors should identify expertise in the form of a claim and provide relevant experience to support each claim.

3. Prospective Contractors should use verifiable metrics (number of accounts, size of accounts, years of experience, customer satisfaction ratings) to support each claim.

B. Solution

1. The Solution sub-section included in the Technical Proposal Packet allows Prospective Contractors to differentiate themselves based on their proposed solution and/or approach to solve the State’s specific needs.

2. Prospective Contractors should provide a high-level overview of the Prospective Contractor’s proposed solution and/or approach to services using the Requirements outlined in the RFP.

3. Proposed solutions should be non-technical and include the Prospective Contractor’s recommendations for meeting the objectives and Requirements of the RFP.

4. Additional service options and recommendations above and beyond those included in proposed solution should be included in the Recommended Options sub-section.

C. Risk

1. The Risk sub-section included in the Technical Proposal Packet allows Prospective Contractors to identify and prioritize major risks that they reasonably foresee could potentially prevent or impair the Prospective Contractor’s delivery of the solution as offered in the proposal or to otherwise fail to meet the State’s desired outcome, specifications, and performance standards, and how they will mitigate, manage, and/or minimize each risk listed.

a. Prospective Contractors should include sources, causes, or actions that are both within and beyond the control of the Prospective Contractors that they reasonably foresee may cause cost increases, delays, amendments, or dissatisfaction to the State.

b. Risks should be described in simple, clear, and non-technical terms.

c. Prospective Contractor should explain how the Prospective Contractor will mitigate, manage, and/or minimize each risk listed.

i. The Documented Performance cell should include details such as how many times any identified risk was previously mitigated and the impact on the Prospective Contractor’s performance in terms of time, cost, and client satisfaction.

D. Recommended Options

1. The Recommended Options sub-section included in the Technical Proposal Packet allows Prospective Contractors to identify any recommended options or optional service ideas that may benefit the State that were not included in the proposed solution.

a. Where applicable, the Prospective Contractor should identify options or ideas have been successful in previous projects through verifiable performance information.

b. The Prospective Contractor should list the cost and time impact of its recommended options or optional service ideas.

c. Cost and revenue impacts associated with the recommended options or optional service ideas must not be included in the completed Pricing Response.

E. Interview

1. The Interview will allow Prospective Contractors to further demonstrate their experience in providing the services outlined in the RFP.

a. Each Prospective Contractor meeting the submission requirements will be contacted by TSS OSP to schedule an interview. Prospective Contractors shall attend the interview as scheduled by OSP.

b. Prospective Contractors shall identify one (1) Project Lead at the time of interview confirmation who shall attend the interview as part of the evaluation process.

c. The Evaluation Committee will interview the Prospective Contractor’s identified Project Lead using a pre-determined set of interview questions. Follow up questions may be asked based on responses given by the Project Lead.

3.3 TECHNICAL PROPOSAL SCORE

A. The Information for Evaluation section has been divided into sub-sections.

1. In each sub-section, items/questions have each been assigned a maximum point value of ten

(10) points. The total point value for each sub-section is reflected in the table below as the Maximum Raw Points Possible.

2. The Department has assigned Weighted Percentages to each sub-section according to its significance.

INFORMATION FOR EVALUATION

SUB-SECTIONS

MAXIMUM

RAW

POINTS

POSSIBLE

SUB-SECTION’S

WEIGHTED

PERCENTAGE

* MAXIMUM

WEIGHTED

SCORE

POSSIBLE

Experience 10 20% 140

Solution 10 30% 210

Risk 10 10% 70

Recommended Options 10 10% 70

Interview 10 30% 210

Total Technical Score 50 100% 700

*Sub-Section’s Percentage Weight x Total Technical Maximum Weighted Score = Maximum Weighted Score Possible for the sub-section.

B. The proposal’s weighted score for each sub-section will be determined using the following formula:

(A/B)*C =D

A = Actual Raw Points received for sub-section in evaluation

B = Maximum Raw Points possible for sub-section

C = Maximum Weighted Score possible for sub-section

D = Weighted Score received for sub-section

C. The proposal’s weighted scores for sub-sections will be added to determine the Total Technical Score for the proposal.

3.4 COST SCORE

A. When pricing is opened for scoring, the maximum amount of cost points will be given to the proposal with the lowest all-inclusive total cost as shown on the completed Pricing Response. (See Grand Total Score for maximum points possible for cost score.)

B. The amount of cost points given to the remaining proposals will be allocated by using the following formula:

(A/B)*C =D

A = Lowest cost

B = Second (third, fourth, etc.) lowest cost

C = Maximum points for lowest cost

D = Total price points received

3.5 GRAND TOTAL SCORE

The Technical Score and Cost Score will be added together to determine the Grand Total Score for the proposal. The State may move forward to discussions with the Prospective Contractor determined reasonably susceptible of being selected for award.

MAXIMUM

POINTS

POSSIBLE

Technical Proposal 700

Cost 300

Maximum Possible Grand Total Score 1,000

3.6 DISCUSSIONS

A. During the Discussions Kick Off Meeting, the Prospective Contractor shall provide the following documents to the State electronically:

1. A plan and schedule to finalize discussions and contract documents.

2. A detailed scope of work clearly identifying the Prospective Contractor’s understanding, implementation, and performance of services required in this RFP, including all activities required by the Contractor and all activities expected by the State/Participating Entities.

3. A Risk Management Plan intended to mitigate any risks, including but not necessarily limited to, the risks identified in the Risk Plan submitted in the Prospective Contractor’s Technical Proposal Packet.

4. A proposed financial summary, including:

a. The completed Pricing Response and Recommended Options Plan submitted in the Prospective Contractor’s Technical Proposal Packet.

b. A proposed payment schedule.

5. Proposed Progress/Risk Report template that includes the Prospective Contractor’s complete implementation schedule.

B. During the Discussions Kick Off Meeting, the Prospective Contractor shall address questions and/or concerns the State may have to the satisfaction of the State.

C. During the Final Discussions Meeting, the Prospective Contractor shall present a final draft of the following documents to the State electronically:

1. A summary of all plans and scope of work developed during the discussions process and mutually agreed upon by the State and the Prospective Contractor.

2. A detailed scope of work clearly identifying the Prospective Contractor’s implementation and performance of services required in this RFP, including all provisions negotiated and agreed upon by the State and the Prospective Contractor since the Discussions Kick Off Meeting.

3. Description of deliverables in terms of simplified metrics.

4. The Risk Management Plan.

5. Progress/Risk Report template that includes the Prospective Contractor’s finalized implementation schedule.

6. Financial summary, including:

a. The completed Pricing Response submitted in the Prospective Contractor’s Technical Proposal Packet.

b. A list of agreed upon and accepted recommended options (with impact to price).

c. A payment schedule.

7. Contact information for the Prospective Contractor’s key personnel.

D. During the Final Discussions Meeting, the Prospective Contractor shall present the final drafts of the items and shall summarize the coordination and planning completed during the discussion process.

E. Once approved by the State, final drafted documents will become part of the resulting contract.

F. The Prospective Contractor may determine which key personnel will attend the Final Discussions Meeting.

3.7 PROGRESS/RISK REPORT

A. During the term of the contract, the Contractor shall periodically submit a Progress/Risk Report

(PRR) to the State that tracks the Contractor’s progress and any deviations in providing services to the State.

1. The PRR must include, at minimum:

a. Milestone schedule of implementation activities.

b. Anticipated schedule and performance deviations, along with the date the deviation was identified, its likelihood of occurrence, the potential impact of the deviation, the Contractor’s response plan to address each deviation, if applicable.

c. Actual schedule and performance deviations, along with the date the deviation was identified, the progress of the Contractor’s response to each deviation, the potential impact of the deviation, and the Contractor’s anticipated and actual resolution dates, if applicable.

d. An updated Risk Management Plan.

e. Performance standard criteria and applicable metrics (and damages, if applicable).

2. Should a major deviation be identified that is anticipated to have a significant impact on the Contractor’s performance, the Contractor shall notify the State within one (1) hour of identification.

3. The PRR must be submitted via email to the State’s primary contact in a format and on a schedule agreed to by the Contractor and Department.

4. The PRR does not substitute for, or eliminate, other traditional reporting.

B. The State will provide a satisfaction rating to the Contractor for each deviation included on the PRR.

3.8 PROSPECTIVE CONTRACTOR ACCEPTANCE OF EVALUATION TECHNIQUE

The submission of a Technical Proposal Packet signifies the Prospective Contractor’s understanding and agreement that some subjective value judgments will be made during the evaluation and scoring of the technical proposals.