Attachment_E_Bid_Evaluation_Form_Final.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- RFI 32110-13685
- Issued by
- Davidson County, Tennessee
About this file
The file is an Attachment E Bid Evaluation Form for the State of Tennessee's statewide contract (Event #32110-3004) for Audiovisual and Video Conferencing Equipment and Maintenance, targeting state agencies, local governments, university systems, and specified nonprofit entities. The contract seeks comprehensive AV and video conferencing equipment across 39 product categories, including commercial displays, projectors, screens, audio equipment, video conferencing systems, and associated installation services. The procurement timeline includes a pre-response conference on July 3, 2025, written questions due by July 8, 2025, and a response deadline of August 15, 2025, at 2:00 p.m. central time. The initial contract term is 36 months, with options for up to two renewals, not exceeding 60 months total, and is expected to be effective September 15, 2025.
The evaluation model uses a 100-point scoring system, with 50 points for hardware, 30 points for labor, and 20 points for maintenance, focusing on percentage discounts from manufacturer suggested retail prices and hourly rates for services. The estimated contract liability is $10 million, with a single award to the lowest-cost responsive and responsible bidder. The contract includes a mandatory 1% administrative fee rebated quarterly to the State of Tennessee and emphasizes diversity business participation, with specific requirements for small, minority-owned, women-owned, and service-disabled veteran-owned businesses. Contractors must maintain current information through the State's Supplier Portal, comply with technology security requirements, and ensure hardware and software adhere to current ITU-TH.323 and SIP standards.
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Other files
| File | Type | Posted |
|---|---|---|
| Audiovisual_Specifications_Final.pdf | ||
| AV_VC_Equip._and_Maintenance_(Non_STS-UCC_Managed).pdf | ||
| Non-UCC_AV_Equipment_TCs_Final_6_27.pdf | ||
| Attachment_B_-_Sample_Catalog_Layout.xlsx | XLSX spreadsheet | |
| ITB_Schedule_of_Events_External.pdf | ||
| Attachment_C_-_Sample_Quote_Form.xlsx | XLSX spreadsheet | |
| Attachment_B_-_Sample_Catalog_Layout.xlsx | XLSX spreadsheet | |
| Attachment_C_-_Sample_Quote_Form.xlsx | XLSX spreadsheet | |
| Attachment_E_-_Bid_Evaluation_Form_-Final.xlsx | XLSX spreadsheet | |
| AV_VC_Equip._and_Maintenance_(Non_STS-UCC_Managed).pdf | ||
| Audiovisual_Specifications_ITB_Final.pdf | ||
| ITB_Schedule_of_Events_External.pdf | ||
| Non-UCC_AV_Equipment_ITB_T_Cs_Final.pdf |
Show all 13
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Text version
Instructions Event #32110-13685: Evaluation Model
| Catalog Discount Evaluation Instructions: |
| MUST BE COMPLETED COMPLIANT TO SECTION 8 OF THE ITB SPECIFICATIONS. |
| The catalog discount evaluation on the "Catalog Discount Evaluation" tab provides the state a quick evaluation between multiple bids. It shows all of the anticipated catalog categories and includes sample line items in each category. |
The catalog may include more or less items than this sample for evaluation shows. Catalog items will be removed and added depending on the need of the state, and the bid "Discount Percent" will apply to all items in the catagory regardless of when they were added to the catalog.
Each category is labeled and highlighted in a gray row. For all equipment categories, bidders are required to enter their discount percentage bid for each category in the green box in the category row. The form will then calculate a total for comparison.
For the labor category, bidders are required to enter their MAX rate per hour for each labor type in the green box.
All of the quantities have been set by the state for this evaluation only and may not be changed.
All quantities are for evaluation purposes only. Quanities provided are not estimates of actual purchase commitments or a commitment to purchase the listed quantity.
Please do not modify this sheet in any way.
Please do not enter any information except in the green highlighted cells.
Equipment Example:
If the contractor would like to bid a 50% discount for LG Commercial Displays, the bidder will enter "50" in the green highlighted box for that category.
| Description | Quantity | Estimated Spend | Discount Percent | Evaluated Price |
| CATEGORY 1 - LG Commercial Displays | $318,732.00 | $318,732.00 |
Labor Example:
If the contractor would like to bid $100 per hour for On-site installation labor, the bidder will enter "100" in the green highlighted box for the on-site Installation labor line.
| CATEGORY 35 – Audiovisual and Videoconferencing Installation Labor (per hour) | Max Hourly Rate | |||
| On-Site Installation Labor | 4500 | $0.00 | ||
| Rack, Stack and Test - Warehouse labor | 800 | $0.00 |
Evaluation: The scoring of the proposal will be a weighted evaluation. Equipment, Labor and Maintenance will have an assigned weight with a total maximum score of 100. Hardware, Categories 1-35, will have a total maximum score of 50. Labor, Categories 36-38, will have a total maximum score of 30, and Maintenance, Category 39, will have a total maximum score of 20. Each score will be calculated using the formula on tab three. For an example of how the categories will then be evaluated together please click to the third tab labeled, Evaluation Examples. The score from Equipment, Labor, and Maintenance will then be added together to give the final proposal score, with a maximum score of 100.
Catalog Discount Evaluation Event #32110-3004: Evaluation Model
| Description | Quantity | Estimated Spend | Discount Percent | Evaluated Price | |
| CATEGORY 1 - LG Commercial Displays | $318,732.00 | $318,732.00 | |||
| CATEGORY 2 - Sharp Commercial Displays | $183,000.00 | $183,000.00 | |||
| CATEGORY 3 – Planar Displays | $125,000.00 | $125,000.00 | |||
| CATEGORY 4 – Displays not from LG Commercial, Sharp Commercial, or Planar | $116,000.00 | $116,000.00 | |||
| CATEGORY 5 – Panasonic Projectors | $635,532.00 | $635,532.00 | |||
| CATEGORY 6 - Sharp Commercial Projectors | $183,566.00 | $183,566.00 | |||
| CATEGORY 7 - Projectors not from Panasonic or Sharp Commercial | $116,395.00 | $116,395.00 | |||
| CATEGORY 8 – Replacement Projector Lamps (All Makes) | $31,190.00 | $31,190.00 | |||
| CATEGORY 9- DaLite Projection Screens | $399,584.00 | $399,584.00 | |||
| CATEGORY 10 – Chief Mfg mounts, hardware and accessories | $117,170.00 | $117,170.00 | |||
| CATEGORY 11 – Middle Atlantic racks, hardware and accessories | $103,236.00 | $103,236.00 | |||
| CATEGORY 12 – Audio Video Furniture International (AVFI) furniture, accessories, and racks | $80,732.00 | $80,732.00 | |||
| CATEGORY 13 – Furniture, carts, hardware not from Chief, Middle Atlantic or AVFI | $64,097.00 | $64,097.00 | |||
| CATEGORY 14 – Cables 2 Go Hardware, cabling, and accessories | $3,308.28 | $3,308.28 | |||
| CATEGORY 15 - TecNec hardware, cabling and accessories | $5,790.40 | $5,790.40 | |||
| CATEGORY 16 – Cabling, Hardware, and Accessories not from Cables 2 Go or TecNec | $2,945.52 | $2,945.52 | |||
| CATEGORY 17 - Audiovisual Software and Licenses not for Video Conferencing or Streaming Video | $9,750.00 | $9,750.00 | |||
| CATEGORY 18 – All Biamp hardware, software and accessories except Devio products | $504,786.00 | $504,786.00 | |||
| CATEGORY 19 – Shure Hardware, software, and accessories | $100,674.00 | $100,674.00 | |||
| CATEGORY 20 – Extron hardware, software, cabling and accessories | $23,830.00 | $23,830.00 | |||
| CATEGORY 21 – Harmon Companies (Crown, JBL Professional, etc…) Hardware, software, cabling and accessories | $67,698.00 | $67,698.00 | |||
| CATEGORY 22 – QSC hardware, software, cabling and accessories | $63,330.00 | $63,330.00 | |||
| CATEGORY 23 – Audio Equipment not from Biamp (Except Devio), Shure, Extron, Harman Companies or QSC | $20,832.00 | $20,832.00 | |||
| CATEGORY 24 – Creston hardware, software, cabling and accessories | $1,131,000.00 | $1,131,000.00 | |||
| CATEGORY 25 – Vaddio hardware, software, cabling and accessories | $91,666.00 | $91,666.00 | |||
| CATEGORY 26 – Video and Control Equipment not from Extron, Crestron, or Vaddio | $26,891.00 | $26,891.00 | |||
| CATEGORY 27 – Streaming Video Hardware | $127,372.50 | $127,372.50 | |||
| CATEGORY 28 – Streaming Video Accessories | $77,838.55 | $77,838.55 | |||
| CATEGORY 29 – Streaming Video Software and Licenses | $77,838.75 | $77,838.75 | |||
| CATEGORY 30 – Cisco Collaboration Desktop and Room Systems | $120,000.00 | $120,000.00 | |||
| CATEGORY 31 – Cisco Collaboration Endpoint Software | $6,800.00 | $6,800.00 | |||
| CATEGORY 32 – Cisco Collaboration Peripherals | $45,801.00 | $45,801.00 | |||
| CATEGORY 33 – Video Conferencing endpoints not from Cisco | $97,493.00 | $97,493.00 | |||
| CATEGORY 34 – Video Conferencing Endpoint Software not from Cisco | $3,500.00 | $3,500.00 | |||
| CATEGORY 35 - Video Conferencing Peripherals not from Cisco | $21,000.00 | $21,000.00 | |||
| CATEGORY 36 – Audiovisual and Videoconferencing Installation Labor (per hour) | Max Hourly Rate | ||||
| On-Site Installation Labor | 4500 | $0.00 | |||
| Rack, Stack and Test - Warehouse labor | 800 | $0.00 | |||
| CATEGORY 37 – Audiovisual and Videoconferencing Programming Labor (per hour) | |||||
| Programming Labor | 2000 | $0.00 | |||
| CATEGORY 38 – Audiovisual and Videoconferencing Project Management Labor (per hour) | |||||
| Project Management Labor | 500 | $0.00 |
| CATEGORY 39 – Maintenance Percentage (Percentage of MSRP) | Maintenance Percentage | |||
| Maintenance discount | $3,200,000.00 | $0.00 | ||
| Total of covered equipment MSRP times the discount percent will equal the total maintenance cost per year. Maintenance will be paid annually. |
Total: $5,104,379.00
Evaluation Examples
| Event #32110-3004: Evaluation | |||
| Example: Equipment Bids | |||
| Vendor Proposal 1 - $8,500,000.00 | |||
| EVALUATION COST AMOUNT (sum of evaluation costs Category 1-35): | $8,500,000.00 | ||
| The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal point will be standard for calculations. | |||
| 8,500,000.00 | x 50 | = SCORE: | 50 |
| 8,500,000.00 | (maximum section score) | ||
| State Use – Solicitation Coordinator Signature, Printed Name & Date: |
| Vendor Proposal 2 - $9,000,000.00 | |||
| EVALUATION COST AMOUNT (sum of evaluation costs Category 1-35): | $9,000,000.00 | ||
| The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal point will be standard for calculations. | |||
| 8,500,000 | x 50 | = SCORE: | 47.22 |
| 9,000,000 | (maximum section score) | ||
| State Use – Solicitation Coordinator Signature, Printed Name & Date: |
| Vendor Proposal 3 - $9,500,000.00 | |||
| EVALUATION COST AMOUNT (sum of evaluation costs Category 1-35): | $9,500,000.00 | ||
| The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal point will be standard for calculations. | |||
| 8,500,000 | x 50 | = SCORE: | 44.74 |
| 9,500,000 | (maximum section score) | ||
| State Use – Solicitation Coordinator Signature, Printed Name & Date: |
| Vendor | Proposal | EquipmentScore (Max 50) |
| Vendor 1 | $8,500,000 | 50 |
| Vendor 2 | $9,000,000 | 47.22 |
| Vendor 3 | $9,500,000 | 42.5 |
| Vendor | Proposal | Hourly Rates Score (Max 30) |
| Vendor 1 | $1,000,000 | 24.00 |
| Vendor 2 | $900,000 | 26.67 |
| Vendor 3 | $800,000 | 30 |
| Vendor | Proposal | Maintenance Score (Max 20) |
| Vendor 1 | $600,000 | 16.67 |
| Vendor 2 | $500,000 | 20.00 |
| Vendor 3 | $550,000 | 18.18 |
| Vendor | Total | Total Score (Max 100) |
| Vendor 1 | 90.67 | |
| Vendor 2 | 93.89 | |
| Vendor 3 | 90.68 |
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