ENS_RFI.docx

RFI # 2024-DOC-1000-Emergency Notification System

Request for Information

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. THIS IS NOT A CONTRACT SOLICITATION. The Massachusetts Department of Correction (DOC) is issuing this RFI to elicit responses from vendors who can offer information to assist the Massachusetts Department of Correction in developing a potential future solicitation for the installation of a visual and/or tactile Emergency Notification System (ENS) at twelve (12) state correctional facilities in the Commonwealth. The primary goal of the ENS is to provide visual and/or tactile emergency notification to the hearing impaired with the ability to expand the ENS to additional units as needed.

Instructions: Please complete and respond to Sections A and B below, using additional pages as needed: (A) Company Information Profile and (B) All RFI specifications. It is preferred that vendors submit a response electronically using Commbuys’ submit a quote function.

The RFI response shall also be submitted electronically via COMMBUYS. Bidders should contact the COMMBUYS Help Desk for technical assistance if needed. The COMMBUYS Help Desk can be reached at: OSDHelpDesk@mass.gov or by phone during normal business hours (8AM – 5PM Monday – Friday) at (888) 627-8283 or (617) 720-3197.

This RFI will remain open for approximately 14 days from the date of its publication. Responses are due no later than by 2:00PM EST on February 23, 2024.

A. Please provide a Company Information Profile:

Company name

Contact name

Street address, city, state, zip

Main phone number

Fax number

Email

Website

B. Please provide a written narrative response to the following RFI specifications:

There are currently six hundred and seventy-five (675) hearing impaired incarcerated individuals under the care and custody of the Department of Correction. The Department’s goal is to install visual and/or tactile notification devices (greater than 675) in a number of housing units at each of the twelve (12) facilities. Devices would be installed in cells, shower areas and various common areas. The ability to integrate the ENS with incarcerated individual personal tablets over the existing WiFi network, existing MATV system and potentially fire alarm system, where capable, is also desired. The ENS system must have the ability to be programmed to broadcast alerts only to specific housing units as well as to broadcast facility wide for certain events.

Prospective manufacturers are asked to submit their product data based upon the minimum specification requirements listed below. Exception to these minimum requirements must be noted in the manufacturer’s submission.

I. GENERAL SPECIFICATIONS

A. Requirements and Scope

1. Provide data sheets and specifications for an Emergency Notification System suitable for use in a correctional environment ranging from maximum to minimum security levels.

2. All product manufacturer submissions must conform to the requirements listed in this product specification

a) Alternative equipment bidders must supply documentation that proves technical and functional equivalency to all requirements

b) Failure to propose equipment that meets all requirements shall disqualify alternative equipment bids from consideration B. Definitions

1. Emergency Communication System: A user-configurable messaging display and software platform that has the ability to integrate with and supports existing emergency systems to deploy visual and audio alerts, synchronized content, messaging, and audible tones for

a) Emergency notification/communication

b) Routine digital signage and messaging

2. Ethernet: A system to form a local area network with protocols to control the passing of information and provide time synchronization via SNTP (Simple Network Time Protocol)

3. Local Area Network (LAN): connects computers and devices in a limited geographical area

4. Wi-Fi: A wireless networking technology that allows computers and other devices to communicate over a wireless signal. It describes network components that are based on one of the 802.11 standards developed by the IEEE and adopted by the Wi-Fi alliance

5. Software Service Agreement (SSA): a software licensing and distribution model service agreement.

a) Software is licensed on a subscription basis for terms of one, two and three years

b) It is on-premise hosted and accessed by users over the internal Intranet C. Submittals

1. Product Data: Submit complete catalog data for each component, describing physical characteristics and method of installation. CSI formatted specifications, if available for system installation.

2. Submit complete manufacturers installation, set-up and maintenance instructions D. Quality Assurance Emergency Communication and Digital Signage

1. Manufacturer must provide documentation of at least 10 continuous years of experience supplying networked systems in the institutional market (correctional sites should be highlighted).

2. Installer must be experienced in the installation of networked systems E. Regulatory Requirements

1. Equipment and components documentation furnished shall be of manufacturer's latest model.

2. An equipment component pricing list shall be provided with pricing for each component, Annual Service subscription, On-premises software licensing, and any optional hardware/software add-ons.

3. System shall be installed in compliance with local and state authorities having jurisdiction

II. PRODUCTS

A. System Feature Description

1. Displays shall include the following features:

a) Audible-Visual notification device with text display (complaint with ADA and NFPA 72 for hearing impaired).

b) Preloaded with operating system software

c) Communicates to the online Management Portal through wired or Wi-Fi network

d) Resumes normal operation after a temporary power interruption without intervention battery back-up).

e) Desktop interface ability

f) Mobile App suite

g) Digital Signage/Cable TV override

h) LED Marquees

i) Fire Alarm Interface

2. Wall Mounting Hardware shall include the following features:

a) Display wall mounting bracket kits for retrofit installations and new installations

b) Kits include tamper-resistant mounting brackets that allow tilting of the display in both portrait or landscape orientation, and integrated clip for the display power supply.

c) A clear guard for common area and incarcerated individual rooms applications protects displays, provides ventilation, and accommodates full mounting bracket tilt.

3. Integrators shall include the following features

a) Integrators are wired to existing system and create internet messages that automatically trigger alert displays upon change of switch status.

b) Each integrator supports physical wiring to monitor normally open (dry contact) system switches, providing maximum reliability and fast response for automatically triggered alerts.

c) Integrators can be configured to monitor fire alarm panels, or any other normally open switches used for emergency alarm purposes

4. Software Service Agreement (SSA) shall include the following features

a) Provides access to the Management Portal and telephone technical support.

b) Available for multi-year terms, renewable prior to expiration.

c) Expiration of SSA will cause display to revert to synchronized clock function only:

5. The Management Portal shall include the following features

a) General

(1) Two levels of user access-level rights, including Site Administrator/Housing Unit Officer.

(2) Capable of uploading audio files for playback through the displays, including bells, tones, sirens, music, and prerecorded voice messages.

(3) Supports automated email and/or text outbound notifications to a list of subscribers authorized by the site administrator upon alarm activation or loss of network connections between any display and the management portal.

b) Emergency Alerts

(1) Emergency alerts with audible tones and customized messages can be configured by the site administrator access level only: Fire drills and alerts, lockdown drills and alerts, severe weather drills and alerts, and custom alerts. Preprogrammed alert messages with one-touch activation for each housing unit with the ability to broadcast certain preprogrammed messages facility wide.

(2) Alerts override all other routine displays

c) Routine digital signage

(1) Routine messages be configured and deployed by all access levels: Time synchronized event reminders, and audio alerts, including scheduled tone activation for class change notification, etc.

(2) Screen background customization

(3) Quiet message type to prevent distraction: Alert and higher-level messages override quiet messages

(4) Instant messaging with notification tone

(5) Daily announcements, calendar events and scheduled activities

(6) Tagging support for content delivery to individual housing units or tagged groups

(7) Weather advisories displayed as banners at the bottom of the screen

d) Management Portal user interface for mobile devices

(1) Password protected access, 4-character PIN

(2) Accessible from any online smart mobile device (population tablets while in housing units).

(3) Streamlined, responsive-design version of the management portal full user interface

(4) Trigger fire, lockdown and weather, and custom alerts directly from a desktop station or touch screen monitor.

(5) Send all clear message

(6) Send instant messages that override scheduled messages B. Equipment Specifications

a) Lighting, screen: LCD with LED backlight

1) Resolution, display screen: 1920 x 1080

2) Mounting formats: Portrait or Landscape modes

3) Internal speakers: 2 each at 2W

4) Operating system: Android (for existing tablets)

5) Wired Ethernet connectivity: PoE enabled

6) Wireless Ethernet connectivity: Wi-Fi – 802.11 b/g/n, WEP,WPA/WPA2 (PSK), WPA/WPA2 (Enterprise & Personnel)

7) Power supply output voltage: 12Vdc

8) Clear display guard, STI -9110 or equal, clear high-strength polycarbonate

C. Contractor Profile

The responding vendor should provide a profile and documentation of experience in providing the services.

Additional Information The DOC is under no obligation to incorporate any materials, comments, or recommendations made in an RFI submission into any future RFR document. The DOC will not answer any questions about the anticipated future RFR solicitation. RFI responders are solely responsible to monitor the www.commbuys.com site for future RFR solicitation posting, if any.