ESBD_File_345342_Addendum 1 - All Questions and Answers.pdf

RFP730‐24017 Digital Signage Software Solution All Questions and Answers

1. Question: More information on your needs here. Drawing, Sign sizes, software requirement.

Sign sizes: this ranges from 10” tablets (used for room/event signage), 32”+ with some installations with 80” deployments. Resolutions include 1080p and 4K (portrait and landscape) along with various signs that are configured with a display matrix. We have an 18‐screen display, several 12 and 15 screen deployments all configured to work as a single display. Also needed is support for touchscreen in some areas (wayfinding, informational kiosks).

Another important need is support for syncing content across multiple computer devices so the images change in unison for related content. Example, our Scholar’s Walk signage project uses 10 separate computers to display content on 10 outdoor displays. The content on each device is synced and changes to the next slide in unison using networking protocols.

Currently, all signage player devices use Windows 10 Enterprise or 11 Enterprise. We must be able to continue to use these devices but are open to using other platforms/operating systems for future hardware if there is a way to remotely manage/monitor these devices, individually or in batches.

Drawing question unclear.

2. Question:

1) Is there an inventory of the screens, kiosks, video walls that are currently deployed around campus?

Answer: Current sign count is just under 400 signs across the campus

2) Are there plans to deploy additional screens, kiosks, video walls?

Answer: We expect to reach 500 signs over the next few years as buildings are renovated with the possibility of installing signage within classrooms to display emergency alerts if necessary.

3) Are there any locations on campus that could be considered for Large Format screens?

Answer: Large format signs currently exist in our Student Center (6x3, 1080p each screen), Hilton Hotel (5x3, 1080p each), along with a few 2x2 signs (Bauer Business school, Hilton Hotel, Cemo Hall). There are also a few smaller deployments of 1x2, 1x3, and 1x6 displays. Each deployment uses its own player device to display content across each set of displays.

Another important need is support for syncing content across multiple computer devices so the images change in unison for related content. Example, our Scholar’s Walk signage project uses 10 separate computers to display content on 10 outdoor displays (5 blades with screens on each side) that are spaced 20 feet part. The content on each device is synced and changes to the next slide in unison using networking protocols.

4) Would it be appropriate to present a revenue sharing plan for "on screen advertising" within this RFP?

Answer: We have no plans to incorporate advertising on campus signage from external entities.

3. Question:

What is the number of endpoints (screens) you'll be deploying for this project? (year 1 estimation and year 5 estimation ‐ estimated endpoints required to provide accurate pricing) Answer: We currently have just under 400 signs in our current system and expect to grow to at least 500 by year 5.

Do you currently have a digital signage system in place?

o If yes, what system?

Answer: Poppulo/Four Winds Interactive (on‐premises)

Do you currently have hardware (devices and screens) in place?

o If yes for media players, what is their brand name, model name, OS name/version, specifications, end of life?

Answer: All media players use Win10 Enterprise/11 Enterprise. Since each college manages their own hardware independently of each other, the type of device varies. Our recommended configuration as of late is i5 processor, 8GB RAM, 120GB+ storage. We normally recommend Intel NUC (slim) devices, though some choose Dell slim PCs for some areas. Each device should have a minimum life of 5 years; however, we have some devices that have been repaired and upgraded and are still in use after 10 years.

We are open to other hardware/operating systems for future installations if there is a way to remotely manage/monitor these devices, individually or in batches.

o If yes for screens, what is their brand name, model name, specifications, and end of life?

Answer: We have various screens deployed around campus from brands such as Samsung, LG, NEC, Planar, Dell. Sizes range from 10” tablets (used for room/event signage), 32”+ with some installations with 80” deployments. Resolutions include 1080p and 4K (portrait and landscape) along with various signs that are configured with a display matrix.

o If no, is recommended hardware to be included in the RFP quote?

If so, do you need a quote for media player devices, displays, mounts, and installation? Please indicate.

Answer: Hardware quote is not necessary. We are only concerned with a software solution to centralize management of signage content across the campus.

How many different locations will these screens be in?

Answer: Signs are located across campus, currently in 66 buildings.

Will these endpoint areas have ethernet connection, Wi‐Fi, or both?

Answer: both

How many users will need to access the account?

Answer: We currently have about 150 users who access our current signage system.

While the system is administered centrally, the content is managed independently by the departments and divisions. Usually there is at least one primary user with a backup or 2.

Can you provide a visual output for the Dean Evans Room Resource use case?

Answer: The content lists events in various areas within our Student Center. Here is a screenshot of those displays:

How many endpoints are displaying Room Resource information?

Answer: Currently (35) signs display room/event information, however, of those, 11 use EMS while the remaining signs require Exchange/MS 365 integration.

Can you provide a user story for the integrations you have listed as required in the requirements section of the RFP?

Answer: Question unclear.

4. Question: Is this tender for the local supplier only or anyone from anywhere can participate?

Answer: The RFP is open to the public. The committee will select the vendor that best meets the requirements stated in the RFP.

5. Question:

● Can you please specify the number of player licenses that will be needed?

Answer: Currently just under 400 signs across campus with plans to expand to 500 over the next few years, possibly more depending on how device licensing is offered.

● Content Type Support: .CSV (aka. what Poppulo/FWI calls "Live Data")

○ Can you please specify what FWI calls “Live Data” refers to?

Answer: Live data is a file or other source (database, RSS feed) that can be updated externally from the signage system. The signage system monitors this feed and updates the signs depending on the set interval without ever having to launch the signage software to make edits. Live data can refer to various content sources such as .CSV files, MySQL databases, RSS feeds and more. Each type has different options to customize so that the content can be pulled from the source and displayed on the signs depending on the format of the data.

● Other: Version Control

○ Can you please specify what is meant by version control?

Answer: The ability to revert to previous content version, track changes to a sign (who/when).

● Integra on: Google Apps

○ Can you specify the requirements for the Google App integra on?

Answer: Display Google Calendar data, Docs/Sheets.

● Will it be required to run the signage on a chip (e.g. as opposed to a media player)?

Answer: Not required. Currently, all signage player devices use Windows 10 Enterprise or 11 Enterprise. We must be able to continue to use these devices but are open to using other platforms/operating systems for future hardware if there is a way to remotely manage/monitor these devices, individually or in batches.

● Content Type Support: Touch screen input

○ Can you please confirm if touchscreen capabili es are required within the scope of this RFP? If so, can you please confirm if all players will be touch screen (for licensing)?

Answer: Touch screen not required for all signs. I would estimate (40) signs of our 400 installations require touch screen, however, we expect this number to grow in the future with more wayfinding screens in buildings.

● In order to best prepare our technical team can you please specify if these services are in scope and/or requested?

○ Video wall capabili es Answer: Yes

○ SSO Single Sign On integra on Answer: Yes, Active Directory

○ Emergency Alert Integra on Answer: Yes, almost every sign in our (< 400) installations is configured to accept emergency notifications that are activated by monitoring an external feed from a self‐hosted database. When there are changes to the feed, the channel is activated and deployed across our signs.

● What type of repor ng and analy cs are requested or required? (E.g. usage data) Answer: User analytics (who is in the system, what groups they belong to, what resources they have access to). Sign analytics (last modified, sign health [online/offline], who owns the sign)

6. Question:

• How many endpoints are currently in use? How many more do you anticipate within the next 1 ‐ 3 years?

Answer: Currently just under 400 signs installed across campus with possibly another 100 in the next few years.

• Are media players or displays required as part of this response?

Answer: No

• If existing media players are in use, please provide technical details about the media player devices.

Answer: All media players use Win10 Enterprise/11 Enterprise. Since each college manages their own hardware independently of each other, the type of device varies.

Our recommended configuration as of late is i5 processor, 8GB RAM, 120GB+ storage.

We normally recommend Intel NUC (slim) devices, though some choose Dell slim PCs for some areas. Each device should have a minimum life of 5 years; however, we have some devices that have been repaired and upgraded and are still in use after 10 years.

We are open to other hardware/operating systems for future installations if there is a way to remotely manage/monitor these devices, individually or in batches.

• What type of content migration services do you require?

Answer: Potentially assisting with recreating some of the sign layouts initially and users would then deploy their existing content to the media players. We also have (2) highly visible projects that we will need to recreate if we migrate to a new platform:

Scholar’s Walk: 10 separate computers to display content on 10 outdoor displays (5 blades with screens on each side) that are spaced 20 feet part. The content on each device is synced and changes to the next slide in unison using networking protocols.

Marketing Content Feed: University Marketing and Communications occasionally shares content in a shared folder that is monitored at an admin level. When new content changes are detected in that folder by the signage system, the content gets added to all signs that are subbed to that content feed (Majority of our signage, depending on sign function (excludes maps, touch displays, video walls).

• Will the university install and configure required player software themselves, or is assistance needed?

Answer: Guidance and training would be required initially; however, members of Web Technologies will train departmental support users in the future.

• How are users/departments are currently using the system?

Answer: Users currently access an on‐premises, single self‐hosted sign solution by logging into a Windows Terminal server session (allows for up to 50 concurrent sessions) and making changes within the content manager software.

• Is there an internal team that supports the current system?

Answer: Yes, 2 people are dedicated support for this service.

• Is there a dedicated content team for global content? Do departments manage their own content?

Answer: Most of the content is managed independently at the department level, however, there is some graphical/video content that is shared by UH Marketing and Communications that is displayed on most every sign (depending on that sign’s function). This is currently in a network shared folder and the signage system monitors this folder for changes. When changes are detected (checked each hour), the new content gets added to the rotation of the subscribed campus signs.

The system should also be able to display emergency notification content that can be pushed from the top (administrator level) down to all signs that are subscribed to this content feed (depending on sign function – i.e. would not display on menu boards, way finding kiosks, room/event signs, etc.).

7. Question:

•How many media players will be utilized?

Answer: We currently have just under 400 signs installed across campus with plans to expand to 500 over the next few years, possibly more depending on how device licensing is offered.

• What is the current infrastructure of media players? Windows 10 devices and SoC?

Answer: All media players use Win10 Enterprise/11 Enterprise. Since each college manages their own hardware independently of each other, the type of device varies.

Our recommended configuration as of late is i5 processor, 8GB RAM, 120GB+ storage.

We normally recommend Intel NUC (slim) devices, though some choose Dell slim PCs for some areas. Each device should have a minimum life of 5 years; however, we have some devices that have been repaired and upgraded and are still in use after 10 years.

We are open to other hardware/operating systems for future installations if there is a way to remotely manage/monitor these devices, individually or in batches.

•Exhibit C appears suited to traditional procurement of physical products/units. It is not something that we would typically see when contracting with a SaaS vendor. Korbyt would recommend our standard MSA which includes the typical items required for SaaS agreements. This agreement works both ways and offers you the comfort you need over critical elements of purchasing SaaS (i.e., our service level commitments to you, uptime commitments, ongoing support we will provide to you etc.). Can you confirm that you would be accepting of this approach?

Answer: To be discussed with the awarded vendor.

•Exhibit B does not appear suited to the procurement of SaaS. Korbyt Anywhere is a proprietary software tool which has been developed by the Company. In contracting with Korbyt, we will be obligated to deliver the agreed software as a service to you and will not be subcontracting our obligations to a third party. We do of course rely on third party vendors to support delivery (i.e., Amazon Web Services Hosting) however these vendors are all sourced directly by Korbyt to be packaged as a solution for our customers. Can you confirm that Exhibit B is not relevant in the circumstances described?

Answer: A complete Exhibit B is required. Note that Exhibit B also contains a Tip Sheet and HUB Department contacts for a complementary review prior to submitting your

HSP.

8. Question:

1. Please provide the expected outcome of content types:

a. PDF, Word, Excel

Answer: Signage system software should be able to display PDF, MS Word, and Excel tabular content.

2. Please provide the expected outcome of integrations:

a. MySQL/MSSQL

Answer: Signage system should be able to connect to external data sources and display the content. This is used in some areas for building directory information and event listings in some buildings.

b. JSON Answer: Signage system should be able to parse JSON content that pulls data from other sources unless an alternative solution is offered.

3. Please provide the expected outcome of other:

a. QR Code Creation

Answer: Signage system can generate QR code potentially for linking to preset map locations on their mobile device or take them to a pre‐set web site for more information about a topic.

b. Responsive Design Web Interface Answer: Signage system can accept HTML content that is resolution independent.

4. Regarding Endpoint Management

a. How many devices (players, SoC. Etc.) does the current solution at the

University of Houston support?

Answer: Currently just under (400) signs are installed across campus.

Each department/division manages their own hardware while the software is managed and supported by Web Technologies for the entire campus.

b. Does the University of Houston have a complete inventory of the devices that currently are part of the digital signage environment?

Answer: Since hardware is managed by each department/division, we do not have an inventory of devices aside from media player device count (currently just under 400 sign installations)

i. What tools are used to manage and maintain/support the endpoints?

Answer: Microsoft Remote Desktop, Veyon Computer Management software

ii. Does the University of Houston manage and maintain/support the endpoints with internal (University of Houston) resources, or does a vendor provide support?

Answer: Hardware is managed by departmental support in each dept/division.

iii. Is management, maintenance/support of the endpoints within the scope of this RFP?

Answer: Not necessary, only software support of the signage content management software.

c. Is the use of a third party (display and/or media player MFR support platform) acceptable for alerting, device control, etc.?

Answer: Question unclear.

d. How many users currently manage/operate the digital signage network?

Answer: Currently about 150 users.

e. How many groups and users currently provide content to the digital signage network?

Answer: We currently have 101 security groups; however, the 150 users have some overlap in those groups depending on their role. Some departmental support has access to signs across multiple departments.

5. Regarding EMS Integration:

a. What is the current EMS environment at the University of Houston?

Answer: Single SQL Server instance used solely by our Student Centers department to manage events in a single building (potentially a 2nd building once construction is completed). On‐screen output is shared in the screenshot below.

b. Does the current EMS environment tie into O365 calendaring or Google calendaring?

Answer: No

c. What data and tools are you looking for specifically from EMS?

Answer: The current instance is used to manage room reservations in a single building (potentially a 2nd building once construction is complete).

The integration allows for pulling the reservation data on multiple screens in our Student Center building (screenshot above).

6. Digital Media Strategy

a. Does the University of Houston currently have a Digital Media Strategy?

If so, can you please provide it?

Answer: RE: the management of content on our digital signs, departments and divisions manage content on their signs independently of each other. University Marketing and Communications occasionally shares content in a shared folder that is monitored at an admin level. When new content changes are detected in that folder, the content gets deployed to all signs that are subbed to that content item (Majority of our signage, depending on sign function (excludes maps, touch displays, video walls).

All content is to be approved to be UH Branding before it is posted to signs and shared with other departments.

b. What current reporting tools does the University of Houston use to monitor the digital signage network?

Answer: None currently – strictly using Microsoft Remote Desktop and Veyon to monitor computer devices remotely with no ability for reporting out of our current system.

c. Are current engagement metric reports being produced? If so, can you please provide samples?

Answer: None

7. Storage

a. Approximately how much storage is currently being used and available to the digital signage network?

Answer: Currently, about 175GB is allocated for storing signage content (videos, documents, images)

b. How has storage utilization & availability historically changed?

Answer: From 2013‐2018, roughly 100GB was allocated for sign content storage.

Since then, additional space through 175GB has been utilized.

8. Migration

a. What current system would the University of Houston migrate FROM to the new system?

Answer: On‐premises installation of Poppulo/Four Winds Interactive Content Manager

b. What is the anticipated timeframe for complete migration – start to finish?

Answer: Must be completed by mid‐June 2024