Chamber Displays Sole Source Determination Posting.docx

SOLE SOURCE DETERMINATION

DATE: August 10th, 2021 AUTHORITY: Oregon Revised Statutes (ORS) 279B.075 GOODS OR SERVICES TO BE ACQUIRED: Chambers Display Update Project – Four (4) new 1.9mm LED display boards in the Senate Chamber and six (6) new 1.9 mm LED Display boards in the House chamber, associated control hardware refresh as required and integration with IRC voting system, and software configuration.

BACKGROUND: The current displays were installed by IRC (International Roll-Call) and are an integrated component in the existing chamber voting system and chambers management system, which is provided by IRC. The existing display boards are currently under maintenance support by IRC along with the rest of the voting system, which each chamber pays to maintain yearly. The technology in the current LED displays is over 20 years old. The House currently also has 4 Light board displays, the “light board displays” are just name placards with a florescent tube behind them with colored LED’s next to the placard, this technology is obsolete. This project is to refresh this aging hardware.

Provided by IRC:

General Project Management Services during the removal and installation of the new boards:

Engineering and design:

Logistics management:

Test, Training and Transition: User and Support training for the 1.9mm LED Message and Voting Displays and Display Control Equipment including troubleshooting and resolution of any implementation issues;

Support is covered under existing Service Agreement IRC has with each chamber separately:

Highest Industry Standards: Contractor shall meet the highest standards prevalent in the industry.

REQUIREMENTS: Contractor shall perform all Services as set forth in the Statement of Work, and that is attached hereto as Exhibit A. Contractor shall perform the Services in accordance with the terms and conditions of this Contract.

SELECTED CONTRACTOR: The Office of the Legislative Administrator has identified International Roll-Call as the only vendor meeting the requirements based on the concerns below:

1. The display boards are an integral component of the IRC xmLegislator voting system, we do not want to put that system out for bid, as we are happy with the existing system, and have invested a lot of time and money in the software, hardware, wiring/networking, training, and integration with other systems.

2. The allocated funds in the policy option package are only enough to replace the display boards, not enough to cover an entire system change.

3. We do not have the time (especially because of potential special sessions and periodic Legislative Days) required to put the entire system out for bid, go through that process and then choose a vendor, and then potentially replace the entire system. Refreshing the board technology through the current vendor is only estimated by the vendor to take 1 month on site.

4. If we obtained display hardware from some other vendor, without also changing systems, it would not be supported as a package with our existing system, this increases support complexity to a great degree.

5. Again if we tried to replace just the boards by themselves via another vendor, the IRC software may not integrate with other vendors display hardware, and even if it did IRC would have no reason to maintain that integration.

6. IRC supports a number of installations of similar hardware, meaning they have the benefit of scale, and a dedicated relationship with Daktronics (the manufacturer of the proposed display hardware) and are able to procure replacement parts for an extended duration. The current displays lasted for 20 years, and the new displays we are proposing are the current generation of the same type of technology and should last for another 20 years.

7. Chamber displays are in historical rooms in a historical building, IRC has experience with working in this type of environment, have a proven track record of installing this exact type of display for legislative bodies across the United States.

FINDINGS: Pursuant to ORS 279B.075(2)(d), OLA finds that International Roll-Call Inc, is the only organization uniquely qualified to refresh the board hardware in the International Roll-Call voting system currently being used in the chambers, and to ensure successful integration with that system.

Based on these findings, OLA intends to enter into a sole source contract with International Roll-Call to refresh the chamber display boards and associated display control hardware and integrate with the IRC xmLegislator voting system.

PROTEST: This sole source determination may be protested in accordance with OAR 137-047-0710.

Delivery: The protest must be delivered in writing by email or mail to the agency contact person identified in the ORPIN Notice within 7 days after the publish date and time of the notice.

Content: A written protest of this determination must include a detailed statement of the legal and factual grounds for the protest, a description of the resulting harm to the protestor, and the relief requested.

Response: OPRD shall consider any protest submitted in accordance with OAR 137-047-0710 and issue a written disposition of the protest in a timely manner.

EXHIBIT A

STATEMENT OF WORK

Chambers Displays Upgrade Project

1. PURPOSE AND SCOPE:

The purpose of this contract is for replacement of the four tri-color LED display boards in the Senate Chamber and the two tri-color LED displays, and the four light board displays in the House chamber with new 1.9mm full color LED displays, any associated control hardware required, and integration with the IRC xmLegislator Voting Software.

2. WORK AND DELIVERABLES

Provisions by International Roll-Call™ Corporation IRC will provide the following during implementation and installation of the 1.9mm LED Voting and Video Displays:

· Project management;

· Engineering and design;

· Logistics management;

· Purchase and procurement of the 1.9mm LED Message and Voting displays, and display control equipment;

· Specifications for signal and power to display locations (TBD);

· Removal of existing Chamber displays;

· Installation of the new 1.9mm LED Message and Voting Displays;

· Installation and configuration of the Display Control Equipment and Show Control software;

· Integration and configuration of xmLegislator™ Voting Software to automate the changes of sequences on the new 1.9mm LED Message and Voting Displays;

· Configuration of the Show Control display software in order to control content to the new display via the xmLegislator™ Voting Software;

· Setup and configure the new video and voting sequences in order to display bill information (i.e. motions, totals, Member names, etc.), and live video, presentations on the new 1.9mm LED Message and Voting Displays;

· User and Support training for the 1.9mm LED Message and Voting Displays and Display Control Equipment including troubleshooting and resolution of any implementation issues;

· Spare parts for the critical components of the 1.9mm LED Message and Voting Displays; and

· Full system testing via Mock Session with House staff.

PRICING:

For Senate:

Four (4) 1.9 mm LED Message and Voting Displays to support legislative information, member voting information, graphical content, and video

· Display model NPN-6200-1.9MN-1500-BM-HC-360x1280;

· Approximate 360 pixels tall (27 inches) and 1280 pixels wide (96" inches);

· Display mounting substructure;

· LED display tiles – consisting of red, green, and blue LEDs;

· Spare LED display tiles and power supplies; and

· Shipping, insurance and 1 year warranty.

Primary and back-up display Control Equipment

· Two (2) DMP-8404 Video Players (Primary and Backup);

· Two (2) DI-6000 single input LED processors;

· One (1) Show Control Server and one (1) Show Control Software License;

· One (1) HDMI/SDI cross converter; and

· KVM with rack mount flip-up LCD Monitor.

Installation and Services

· Includes project commissioning, project management;

· Removal of the existing displays;

· Installation of the four 1.9mm LED Message and Voting Displays and display

· mounting hardware;

· Installation of Primary and Secondary Display Control Equipment;

· Integration with the xmLegislator™ Voting Software;

· Configuration of display sequences within the Show Control Software;

· Includes administration and professional services; and

· System testing, training, and any required troubleshooting.

Senate 1.9mm LED Message and Voting Display Total ................. $356,300.00

For House:

Six (6) 1.9 mm LED Message and Voting Displays to support legislative information, member voting information, graphical content, and video

· Display model NPN-6200-1.9MN-1500-BM-HC-360x1280;

· Approximate 360 pixels tall (27 inches) and 1280 pixels wide (96" inches);

· Display mounting substructure;

· LED display tiles – consisting of red, green, and blue LEDs;

· Spare LED display tiles and power supplies; and

· Shipping, insurance and 1 year warranty.

Primary and back-up display Control Equipment

· Two (2) DMP-8404 Video Players (Primary and Backup);

· Two (2) DI-6000 single input LED processors;

· One (1) Show Control Server and one (1) Show Control Software License;

· One (1) HDMI/SDI cross converter; and

· KVM with rack mount flip-up LCD Monitor.

Installation and Services

· Includes project commissioning, project management;

· Removal of the existing displays;

· Installation of the six 1.9mm LED Message and Voting Displays and display

· mounting hardware;

· Installation of Primary and Secondary Display Control Equipment;

· Integration with the xmLegislator™ Voting Software;

· Configuration of display sequences within the Show Control Software;

· Includes administration and professional services; and

· System testing, training, and any required troubleshooting.

House 1.9mm LED Message and Voting Display Total .................. $455,700.00

2.1 CONTRACTOR OBLIGATIONS

Hardware Warranty:

The existing voting system maintenance will remain in place; however, IRC guarantees the new display hardware against material and labor defects for a period of one (1) year. This warranty period shall commence with the final acceptance or first use of the 1.9mm LED Message and Voting Displays, Display Control Equipment by the Senate. All corrective actions pursuant to this warranty will be performed at no additional cost to the Senate for any error, malfunction, or defect, if any, in the provided equipment when used as delivered fails to perform as agreed.

Support/maintenance after installation:

The installation of the new 1.9mm full-color LED Message and Voting Displays will fall under the existing on-going yearly maintenance service and support agreement until the end of the one-year warranty. During the warranty period any bugs or issues with the 1.9mm LED Message and Voting Displays will be addressed as a priority issue without further expense to the Oregon Legislature.

Prior to the end of the one-year warranty, IRC will release a new maintenance service and support agreement with each chamber. The new maintenance agreement would increase commensurately to the number of displays in the chamber to cover the new hardware.

iWatch Sole Source Determination_v20210722 Page 2 of 2